BANK OF AMERICA, N.A, TRUSTEE Fanny Holt Ames & Edna Louise Holt Fund October 29, 2013 Bellows Falls, Vermont 2014 Grant Guidelines and Review Process

BANK OF AMERICA, N.A, TRUSTEE

Fanny Holt Ames &Edna Louise Holt Fund

October 29, 2013Bellows Falls, Vermont

2014 Grant Guidelines and Review Process | for grants beginning July 1, 2014

History of the Holt Fund

• Miss Holt’s sister Fanny Holt Ames died in a car accident in 1983. As a result of the car accident and the injuries she sustained, Miss Holt amended her estate plan in 1987. Her new plan created a perpetual charitable fund at her death, the Fanny Holt Ames and Edna Louise Holt Fund, with the Bank as the sole trustee.

• Miss Holt died in 1998.

• Due to the estate settlement process, full funding of the Fund was not completed until 2000.

Fanny Holt Ames & Edna Louise Holt Fund 2

Miss Holt’s Instructions

Miss Holt instructed the Trustee of her Fund to pay income as follows:

• “to meet the medical needs of the Grafton, Vermont community and surrounding towns”

• “to give primary consideration to Grace Cottage Hospital, so long as the Trustee of the Fund, in its discretion, determines that the said hospital continues to provide health care for the community”


The Task of the Trustee

• Make sure that Miss Holt’s wishes are carried out and that our fiduciary duties are met

• Solicit input from the community

• Obtain an extensive and unbiased understanding of the medical needs of the local community

• Develop and adopt a mission statement for the Fund

• Create grantmaking guidelines and a process for proposal acceptance and review


Actions Taken by the Trustee

Enlisted the services of Health Resources in Action to:

• To conduct a community participatory assessment to inform the Trustee of the health related needs in the area, in 2000 and 2011

• To provide technical assistance during the grant making process

Developed and adopted a mission statement:

“Focuses its resources on meeting the medical needs of individuals including, although not limited to, those with

limited access to health care”


Actions Taken by the Trustee, continued

Established guidelines and a process for funding:• Identified a geographic area of service• Identified key focus areas for funding• Determined and utilized guiding principles• Established requirements for eligibility• Created grant making categories • Established the Distribution Review Committee

Invested over $10 million in 44 organizations for 140 programs

Remained flexible and responsive to community input


The Holt Catchment Area

Windsor County

• Andover

• Chester

• Springfield

• Weston


Windham County

• Athens

• Brookline

• Grafton

• Jamaica

• Londonderry

• Rockingham

• Townshend

• Westminster

• Windham

Guiding Principles

The Holt Fund :

• Awards grants on a competitive basis to not-for-profit

501 (C) 3 organizations

• Makes grant decisions based upon the needs of the communities, recognizing that those needs may change over time

• Focuses its resources on areas that will have a positive and lasting impact on the largest number of people

• Gives primary consideration in its grant making process to Grace Cottage Hospital


Guiding Principles, continued

• Seeks to support programs that recognize and emphasize the importance of prevention, health education, intervention, treatment, evaluation and a personalized approach to care as critical to improving health status

• Supports programs that have the ability to become self-sustaining

• Operates, when possible, to leverage additional resources for the community

• Encourages collaborative approaches whenever feasible and appropriate


Community Investments, 2001-2013


Grant Guidelines & Review Process“New” Holt Grant Year, beginning July 2014: July 1 to June 30

Available Funds for Program Year 2013


Funds available$473,902

Previous commitments for multi-year grants $226,098

Estimated total funds for distribution June 2014$700,000

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Program Overview

Grants are awarded on an annual basis to support programs and organizations that:

• seek to address health disparities within the Holt catchment area;

• improve access to care, particularly for vulnerable populations;

• focus on prevention, health education, intervention, treatment, evaluation and a personalized approach to care; and

• build the organizational capacity of individual agencies or collaboratives to better provide health and medical services within the Holt catchment area.


Collaboration

• Process of participation through which individuals, groups and organizations work together to achieve desired results

• Shared vision and resources

• Responsibility to jointly plan, implement and evaluation the program/project.


Eligibility


• 501 (c) 3 organizations

• Located in, or provide the majority of their services to, individuals in one or more towns in the catchment area

• Applicants may include: community-based organizations, healthcare providers, local governments, school systems, faith communities, and other not-for-profit organizations

Use of Grant Funds

Grant funds may be used for:

• staff salaries

• consultant fees

• operating expenses

• indirect costs (indirect costs may not exceed 20% of the direct expenses)

• equipment, if it is determined essential to the operation of the proposed program


Use of Grant Funds, continued


Grant funds may not be used to:

• build endowments• fund operating deficits• initiate or influence legislation

Requests will not be considered for construction of new facilities, substantial renovation of existing facilities, or to support capital campaigns.

Under certain circumstances, the Holt Fund monies may be used as “matching funds” for projects.

Special Note


• Organizations may not have more than one award from the Holt Fund that supports the same program or project in any given year.

• If multiple applications are submitted, the sponsoring organization must prioritize the applications for funding. Applicants may not submit multiple applications for a single program or project.

Types of Grants

• Small

• Major

• Operating Support

• Special Initiative


Small Grants

• Applicants may apply for single-year grants of up to $10,000 for small discreet projects.

• Applicants with an existing award from the Holt Fund may apply for a small grant as long as the small grant does not support the same program or project as the existing award.

• Application Process:• cover sheet• small grant proposal narrative• budget forms• required attachments.


Major Grants

• Applicants may apply for grants for one to three years in the range of $25,000 to $75,000 per year, not to exceed a total of $150,000.

• Requests may be used to support new programs or existing programs with demonstrated progress toward clear, measurable outcomes.

• Applicants may not be the recipients of any additional operating, major or special initiative awards from The Holt Fund during the life of the award.

• Concept paper required.


Operating Support

• Applicants may apply for grants to support general operations budget items necessary for the accomplishment of organizational outcomes.

• Applicants with organizational budgets of $1 million or less may apply for grants of up to $25,000 per year for up to three years for general operating support.

• Eligible applicants may not be the recipients of any additional operating, major or capacity building awards from The Holt Fund during the life of the award.



Special Initiative Grants

• Applicants may apply for single-year grants of up to $100,000 for projects that build the capacity of an individual organization or collaborative to better impact pressing or emerging health issues in the catchment area.

• Projects may include but are not limited to strategic planning, developing marketing, business or fundraising plans, staff development and/or integrating evaluation techniques to measure program impact.

• The sponsoring organization/primary applicant may not be the recipient of any additional major or operating awards from The Holt Fund during the life of the award.



Concept Papers

• Cover Page

• Narrative

• Budget Forms


Elements of a Strong Proposal


• Proposed project/program is compatible with Holt Fund mission, guiding principles and catchment area.

• Completed application is typed in 12-point font, double-spaced, has a miminum margin of 1 inch on all sides of each page and does not exceed the maximum page limit.

• The correct number of copies of the proposal/project narrative, cover sheet, budget forms and required attachments are received by 5:00 p.m. on April 1.


Significance of need

• Is the significance of need clearly stated?

• Is the identified need relevant to the communities/populations to be served?

• Are the sources used to determine need identified?

Likelihood that the proposed project/program will have a lasting impact on the need

• What is the likelihood that the project/proposed program will have a lasting impact on the need?

• Does the proposed project/program appear to be sustainable?


Evidence that the outcomes and outputs are well conceived, realistic and measurable

• Are the outcomes and outputs clearly stated?

• Are the outcomes and outputs relevant to the communities/population being served?

• Are the outcomes and outputs measurable?

Evidence that methodology or approach is feasible and appropriate to the proposal’s aims

• Do the proposed activities logically lead to the outcomes of the program?


Ability of applicant to demonstrate sufficient experience and capacity to conduct the program

• Does the applicant have sufficient experience and/or the capacity to conduct the program?

• Is the staff assigned to conduct the program appropriately qualified?

Use of collaborative approach(es), where appropriate

• If this is a collaboration,

• Is the role of each collaborator clearly stated?

• Are there letters from collaborating organizations confirming their involvement in the program?

Ability of applicant to measure impact of grant funds on proposed need

• Is there a planned evaluation?

• Does the evaluation adequately measure the impact of the project/program activities on the desired outcomes?

Ability of the applicant to sustain the program once Holt funding ends

• Does the proposed program appear to be sustainable?


Budget

• Do the line item costs to deliver or provide the proposed project/program appear reasonable?

• Do the budget costs accurately reflect the proposed program?


Overview of Grantmaking Timeline

2013

Late October/ Early November

Release of Grantmaking Guidelines, for grants beginning July 1

2014

January 15 Deadline for Concept Papers or Letter of Intent from Six Month Transition Grant Recipients

Week of February 10 Notification of Concept Paper Decisions

April 1 Deadline for All Complete Proposals

By June 1 Notification of Funding Decisions


Technical Assistance


Technical assistance is available in the following areas:

• Clarification of Holt Fund guidelines• Conceptual framework for grants• Referrals for potential collaborators• Outcome measurement and the development of

program logic models

• The development of communication plans

Contact:

Abby Atkins at 617-279-2240 [email protected]

Health Resources in Action/Holt Fund

95 Berkeley Street, 2nd Floor Boston, MA 02116

Tel: 617-279-2240 ext. 354 | Email: [email protected]

www.hria.org


Documents

BANK OF AMERICA, N.A, TRUSTEE Fanny Holt Ames & Edna Louise Holt Fund October 29, 2013 Bellows Falls, Vermont 2014 Grant Guidelines and Review Process