Formal Proposal

SMYTH COUNTY COMMUNITY FOUNDATION

GRANT REVIEW PROCESS

There are three steps to the Smyth County Community grant allocation process. The first step is the submission of the proposal.

DEADLINES

Proposals will be accepted at anytime, however the review and decision making process occurs semi-annually on April 1 and December 1.

All proposals must be received by our office one month prior to the formal review.

(No later than April 1 to be considered for the April cycle and by November 1 to be considered for the December cycle).

I. THE FORMAL PROPOSAL

1. A completed Executive Summary cover sheet as supplied by the Smyth County Community Foundation Office.

2. A concise project narrative that describes each of the following:

A. The need for the proposed project.

B. The proposed project (a strong correlation between the need and the proposed project must be demonstrated).

C. Community commitment and collaboration.

D. Relevance of the project to its community’s changing health care environment.

E. Project management team description.

F. A plan and schedule for the project to become self-sustaining. If the project cannot sustain itself, please show in detail why this is true.

NOTE: The narrative of the formal proposal should be no longer than 10, typewritten, double-spaced pages (12 point/standard font size).

3. A proposed budget with rationale. The budget proposed should represent only the revenue and one year costs for the expenses associated with the project, and should not include other budget areas of the applying organization. If the project will be part of a larger program, please provide the latest annual budget for the program as an attachment.

4. Support letters from community partners evidencing the monetary/in-kind resource commitment identified in the proposal and budget. Letters should also identify any other tangible support.

5. Resume and signed letter of intent from the Individual(s) who will serve as fiscal agent and project manager for the proposed project.

6. Copy of the manufacturer-suggested or factory authorized purchase quote(s) for equipment or capital items.

7. Evidence of applicant’s tax-exempt status.

8. Copy of organization’s audit and financial statements for the last three (3) years if available.

9. Copy of organization’s most recent annual report if one has been completed.

NOTE: Items 1-9 must be present in order for the proposal to be reviewed. If any item is missing, the proposal may be deemed incomplete and may not be forwarded on for decision-making.

ALL REQUIRED MATERIALS SHOULD BE SUBMITTED WITH THE FORMAL

PROPOSAL. THE SMYTH COUNTY COMMUNITY FOUNDATION WILL NOT ACCEPT ANY MATERIALS, INCLUDING LETTERS OF SUPPORT, RECEIVED UNDER A SEPARATE COVER. PLEASE SUBMIT ONLY THE ITEMS REQUESTED AT THIS TIME.

II. FUNDING DECISIONS

The Smyth County Community Foundation Executive Director will evaluate all proposals using program criteria including evidence of clearly defined needs and outcome measures and will determine the proposal’s eligibility for local funding. Au Proposals will be presented to the Allocations Committee by the Foundation Executive Director for review and with a recommendation to the Foundation Board for final approval.

III. CONDITIONS FOR GRANT ACCEPTANCE

One mid-cycle project update, a site visit, and a final program evaluation will be required for every funded project. Program evaluation will also measure the number of clients served, the cost effectiveness of the program, measurable client outcomes and the viability of the program model. Each grantee must agree to submit requested data and reports on a timely basis and to complete the evaluation process as requested.

NUMBER OF COPIES

Please submit eight (8) copies of your completed proposal to:

Suzanne B. Jennings, Executive Director

Smyth County Community Foundation

214 West Main Street

Marion, VA 24354