HOW TO APPLY FOR A BASEBALL TOMORROW FUND GRANT for GRANT WRITING SERVICE Applications are accepted November 1, 2011-March 1, 2012. Grant awards are announced in April, 2012. Baseball Tomorrow Fund (BTF) Grants for Grant Writing Service are awarded to organizations in need of professional grant writing services up to $5,000. Grants are intended to: Provide support to organizations that lack staff and experience in grant writing; Facilitate an organization’s pursuit of grants to fund youth baseball/softball programs and facilities. EVALUATION CRITERIA Organizations that meet all of the following criteria are eligible to apply for a BTF Grant for Grant Writing Service: 1. Tax-exempt organizations* and non-profit organizations with a 501(c)(3) status (organizations outside the U.S. must provide written confirmation of non-profit status from the appropriate governmental agency); 2. Organizations involved in the operation of youth baseball and softball programs or facilities; 3. Organizations that serve low-income and at-risk children under 18 years of age; 4. Organizations that do not currently have an in-house paid grant writer or paid position with grant writing responsibilities and do not have an existing contract with a grant writer. * Please note: Non-profit organizations with limited or no paid staff are preferred applicants and will receive first priority during the evaluation process. Applicants must demonstrate: 1. The need for grant writing services; 2. A commitment to youth baseball and softball and to be inclusive in all areas of its program; 3. The ability to be self-sustaining operationally; 4. A willingness and ability to provide complete and accurate information during the application and grant reporting process and to adhere the Baseball Tomorrow Fund Terms and Conditions and Grant Recipient Responsibilities. GRANT APPLICATION PROCESS 1. Download the application as a Microsoft Word document by clicking here How To Apply to enter the information into the document, save and print. Handwritten applications will not be considered. 2. The contact name and information provided on the application should be for the person responsible for answering questions about the application and who will manage the use of grant funds and grant reporting responsibilities. 3. Save a copy of the completed application and supporting documentation for your files and future reference. 4. Please mail one (1) original and one (1) copy of the completed grant application and all supporting materials to: Baseball Tomorrow Fund, 245 Park Avenue, New York, NY 10167 OR send as PDF document to: [email protected] 5. Application postmark dates are not considered. Applications received after March 1 may not be considered. 6. Confirmation and follow-up inquiries from BTF to the applicant will be sent via E-mail to the contact person; therefore, please provide a reliable E-mail address that is monitored daily. 7. Applicants will receive the final status of the application in writing in April. GRANT PAYMENT PROCESS Grant funds are not awarded for past expenditures. The grant payment for grant writing services will be disbursed to the grant recipient in advance. The grant payment process is at least four weeks after notification of the grant award. Grant reports accounting for the use of grant funds and status of the grant-writing process will be required six months and one year after the disbursement of grant funds. REQUIRED SUPPORT MATERIALS FOR APPLICATIONS Attach the ALL of the following documents to the back of the application. Do not omit any of the required documentation. 1. IRS Determination Letter confirming the 501(c)(3) non-profit status of the applicant organization. Organizations outside the U.S. must attach written confirmation of non-profit or tax-exempt status from the appropriate governmental agency. 2. Applicant organization’s annual operating budget (a one-page statement listing sources of revenue and income and operating expenses in US Dollars. Click here for a template: Operating Budget Template 3. Name(s), professional affiliation and daytime phone numbers of all members of the applicant organization's Board of Directors. READ THIS BEFORE YOU SUBMIT AN APPLICATION! Read the Baseball Tomorrow Fund Terms & Conditions. A complete grant application and supporting documentation is REQUIRED for further consideration. Incomplete applications may be automatically declined. Please number each page of the application and supporting documentation. The original and copy of the application must be collated and clipped individually. Please do not use staples within the application. Do not use report covers, binders or folders of any kind. Do not send video tapes, DVDs, CD-ROMs, books, etc. Save the application instructions for your reference. Do not submit the instruction pages with the application. BASEBALL TOMORROW FUND TERMS AND CONDITIONS By signing the application form, the applicant hereby assures and certifies that it will comply with Baseball Tomorrow Fund regulations, policies, principles and guidelines as stated in the grant application. The Applicant also assures or agrees that: 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. 12. 13. 14. It possesses legal authority to apply for the grant, that a resolution and/ or motion of similar action has been duly adopted or passed as an official act of the applicant’s governing body, authorizing the filing of the application, including all understandings and assurances contained therein, and directing and authorizing the person identified as the official representative of the applicant to act in connection with the application, and to provide such additional information as may be required; It will comply with all national, state, and provincial mandates which prohibit discrimination on the basis of race, color, national origin, age, gender or disability; It will fulfill, to the greatest extent possible, all project tasks, goals, objectives, and expenditures stated in the application; It will not expend Baseball Tomorrow Fund grant funds for any other purpose other than that identified in the grant application without the prior written approval of the Baseball Tomorrow Fund. It will not expend any funds other than for the purposes of the approved grant during the grant term, and it will immediately return to the Baseball Tomorrow Fund any unused funds; It will provide quarterly reports to the Baseball Tomorrow Fund concerning the use of the grant funds, and a final report one month following the end of the grant period. Each report will include a narrative account of what was accomplished by the expenditure of funds (including a description of progress made toward achieving the goals of the grant) and a detailed financial statement attested by the responsible financial officer of the grantee or a certified public accountant. The Baseball Tomorrow Fund may withhold further grant payments from any grantee in the event that a report is not received in a timely manner, and may terminate the grant if the report is not received within thirty (30) days following the date on which it is due; It will provide to the Baseball Tomorrow Fund any copies of original publications directly resulting from the grant; It will show grant funds separately on its books for ease of reference and verification; although, grant funds need not be physically segregated; It will keep records of receipts, vouchers, bills, canceled checks and expenditures under the grant, as well as copies of reports submitted to the Baseball Tomorrow Fund, for at least four years following completion of the grant term; It will make books and records available for inspection by authorized representatives of the Baseball Tomorrow Fund at reasonable times for the purpose of making such financial audits, verifications, or program evaluations as the Baseball Tomorrow Fund deems necessary concerning the grant; It will provide the Baseball Tomorrow Fund with immediate notification of any change in its tax-exempt status as soon as it occurs; It will acknowledge that the grant will not be used for any organization or individual other than the grantee without the prior written approval of the Baseball Tomorrow Fund; It will be solely responsible for the selection of any other organization or individual to receive a portion of the proceeds of the grant. The Baseball Tomorrow Fund will list only the grantee's name as the recipient of the grant and the grantee agrees to provide the Baseball Tomorrow Fund with progress and expenditure reports, as and when they become due, for the total grant amount paid to grantee; It will represent that the grant will not cause grantee to lose its status as a public charity as described in Section 170(b)(1)(A) of the Internal Revenue Code, and it will represent that the determination letter from the Internal Revenue Service stating that that grantee is a public charity is still valid and has not been revoked; 15. 16. 17. 18. 19. 20. 21. 22. 23. It will not use the names, logos or trademarks of the Baseball Tomorrow Fund, Major League Baseball, the Major League Baseball Players Association, or any of their affiliated entities in the titles of programs or other grant-related activities or materials without prior written approval from the Baseball Tomorrow Fund; It will acknowledge the support of the Baseball Tomorrow Fund for its organization and include the name of the Baseball Tomorrow Fund, in a manner approved in advance in writing, on any printed and visual materials produced as a result of the grant; It will defend, indemnify and hold harmless the Baseball Tomorrow Fund, its members, employees, officers, and agents from and against any and all claims arising out of or in connection with the purpose for which grant is being made; It will sign a letter of agreement provided by the Baseball Tomorrow Fund outlining the approved use of the grant funds and indemnification clause in order to receive the grant payment(s); The grantee acknowledges that the foregoing conditions are in accordance with obligations imposed on the Baseball Tomorrow Fund by law to make reasonable efforts and establish adequate procedures to see that grant funds are spent solely for the purposes for which they were granted, and to obtain full and complete reports on how grant funds have been expended; Changes in federal or state law, or in regulations interpreting same, may require the Baseball Tomorrow Fund to require that more detailed reports be submitted or that other steps be taken. The Baseball Tomorrow Fund will promptly inform the grantee of any such changes; Any violation of the foregoing conditions will require the refund to the Baseball Tomorrow Fund of any and all amounts subject to the violation; The Baseball Tomorrow Fund may discontinue, modify or withhold any payments due under the grant award or require a refund of any unexpended grant funds if, in its sole judgment, such action is necessary to comply with the requirements of any law or regulation affecting its responsibilities under the grant award; The state and federal courts of the State of New York shall have exclusive and final jurisdiction over any dispute that might arise in connection with the grant, and the laws of the State of New York shall govern the interpretation of the terms of the grant. GRANT RECIPIENT RESPONSIBILITIES The Baseball Tomorrow Fund grant recipient must: 1. Carry out all objectives and tasks as outlined in Baseball Tomorrow Fund Grant application; to deviate from the stated objectives, a written request must be submitted to the Baseball Tomorrow Fund Committee for review and approval; 2. Disburse all Baseball Tomorrow Fund Grant funds in accordance with the approved Baseball Tomorrow Fund budget submitted with the application; no deviation in the use of grant funds is permitted without prior written consent from the Baseball Tomorrow Fund Committee; 3. Submit quarterly reports and a final report to the Baseball Tomorrow Fund by the designated due dates; 4. Document expenditures of all disbursed funds through invoices and receipts. All proofs of payment must include the following: date of purchase or service, vendor/ retailer/ contractor address and phone number, description of product or service, total amount paid and date of payment. The grant recipient must submit financial statements and documentation of expenses as required by Baseball Tomorrow Fund; 5. Abide by all Baseball Tomorrow Fund Terms and Conditions; 6. Acknowledge Baseball Tomorrow Fund Grant support on all public documents, press materials and public statements. Non-compliance with any of the above responsibilities may result in the suspension or revocation of Baseball Tomorrow Fund grant funds and may render the applicant organization ineligible for future grants. GRANT APPLICATION for GRANT WRITING SERVICE Type into the shaded boxes ( Legal Name of Applicant Organization: Date: Contact Name: Title: Mailing Address: City, State, Zip: E-mail: Daytime Phone: Website: ). Double-click into the shaded boxes ( ) to mark with “X” Fax: Federal Tax I.D. Number (for U.S. organizations): Registered non-profit? Yes No If yes, attach the most recent copy of the organization’s IRS 501(c)(3) letter of determination. If no, check applicable tax-exempt organization: Public School Municipality Indian Tribe Organizations outside the U.S. must attach written confirmation of non-profit or tax-exempt status from the appropriate governmental agency. Executive Director (or President): Daytime Phone: E-mail: Board President: Daytime Phone: E-mail: Has the Board President been made aware of and approved of this request? Yes How did you hear about the Baseball Tomorrow Fund? Check (X) all that apply Word-of-mouth BTF Website Twitter/Facebook TV/Radio Musco Lighting The Toro Company Other (please specify here): No At a MLB Stadium Certification: By signing the application form, the signers certify: The information provided is accurate and that any grant funds received will be used according to the stated purpose; The Applicant Organization will comply with all Baseball Tomorrow Fund regulations, policies, principles and guidelines as stated in the Baseball Tomorrow Fund Grant Application; The Applicant Organization will comply with all terms and conditions cited in the Baseball Tomorrow Fund Grant Application; The Applicant Organization will provide Baseball Tomorrow Fund with progress reports and documentation of how the funds were used as stated in the Baseball Tomorrow Fund Grant Application; The Applicant Organization will return all unused funds to the Baseball Tomorrow Fund. The persons signing this application should have the authority to commit the Applicant Organization to these conditions. Contact Person’s Signature: _____________________________________________________________________ Print Name: Date: Executive Director’s (or President’s) Signature: ______________________________________________________ Print Name: Date: GRANT APPLICATION for GRANT WRITING SERVICE Type into the shaded boxes ( ). Double-click into the shaded boxes ( ) to mark with “X” Please limit each response to 300 words or less. 1. BACKGROUND – Briefly describe the applicant organization’s history, mission and experience related to youth (18 and under) baseball and softball programs and facilities. 2. DEMOGRAPHIC INFORMATION – Provide the following information regarding the applicant organization: Average number of youth baseball and/or softball players served annually Percentage of Girls % Percentage of Minorities % Age range of the players served Player participation fee (or range) in US Dollars List the primary cities or counties served: $ 1. 2. 3. Provide any relevant information regarding the economic status of the communities and families served by this project. 3. CAPACITY – Provide the following information regarding the applicant organization: Number of full-time, paid staff Number of part-time, paid staff Number of volunteer staff 4. GRANT HISTORY a. Has the applicant organization been awarded a grant(s) from any funder in the past? Yes No b. Does the applicant organization currently employ an in-house, paid grant writer, a paid employee with grant writing responsibilities and/or have an existing contract with a professional grant writer or company? Yes No c. In the past, has the applicant organization employed an in-house paid grant writer, a paid employee with grant writing responsibilities and/or hired a professional grant writer or company? Yes No 5. PROPOSED PROJECTS – Briefly describe the proposed project(s) (i.e. youth baseball /softball field renovation, construction, equipment, uniform purchases, programming expenses, etc.) for which the organization will seek a grant(s). 6. GRANT OPPORTUNITIES – The applicant organization plans to submit grant applications to the following grant-making organizations for the proposed projects noted above (if known): 1. 2. 3. 7. GRANT WRITER INFORMATION – Provide the following information for the proposed professional grant writer/company (or attach a proposal with this information from the grant writer/company.) Name: Title: Company: Mailing Address: City, State, Zip: E-mail: Daytime Phone: Fax: Website: Qualifications or Certifications: Estimated Fee and Fee Structure: 8. OTHER COMMENTS – Describe any special circumstances that further demonstrate the applicant organization’s need for a BTF Grant for Grant Writer Service. REQUIRED SUPPORT MATERIALS FOR APPLICATIONS Attach the ALL of the following documents to the back of the application. Do not omit any of the required documentation. 1. IRS Determination Letter confirming the 501(c)(3) non-profit status of the applicant organization. Organizations outside the U.S. must attach written confirmation of non-profit or tax-exempt status from the appropriate governmental agency. 2. Applicant organization’s annual operating budget (a one-page statement listing sources of revenue and income and operating expenses in US Dollars. Click here for a template: Operating Budget Template 3. Name(s), professional affiliation and daytime phone numbers of all members of the applicant organization's Board of Directors.
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