Member Instructions Spring 2018 Grants

1/9/18 mw

Get Started Contact your partner now and make a list of dates and times that work for you both. Assign one person to drive

and one to schedule the interviews.

Review your grant assignments in Quickbase: https://laspatronas.quickbase.com/db/8wkhk9p8?a=q&qid=210

Contact applicants to schedule and confirm the site visit location. Some small organizations operate from a home office. If MapQuest indicates the site is in a residential area, schedule the visit at a coffee shop or other public place. Do not meet at a private residence. We try hard to group grants within a generally similar geographic area. Plan about an hour for the interview plus travel time.

Before the Visit Download your proposals from Dropbox and print the pertinent pages:

https://www.dropbox.com/sh/8vvbtbtywlgwvdh/AAATkSQejy24oYl6CJUtV-2Ra?dl=0

Review the proposals immediately for completeness and the Quickbase Comments for notes or concerns from the Grants Review Committee. It’s perfectly okay to contact the applicant before your interview to ask questions or request missing information.

Review financial information to determine the organization’s fiscal fitness. Regardless of size and financial strength, an organization should seek outside funding whenever possible. Many thriving nonprofit organizations rely heavily on grant funding. It’s a balance! Charities are not created to make a profit and should never outspend their means, but do not necessarily dismiss an organization because they are successful. See attached financial review pointers.

Consult with previous grant teams if the organization applied before (that info is in Quickbase). Ask how they felt about the organization and their proposal. This is easy to do if they are still active members!

Google the organization and visit their website to gather information. Has the organization been in the news locally or nationally? Review their Charity Navigator rating: http://www.charitynavigator.org/

During the Visit At least two members must be at ALL interviews. If a team member is unexpectedly not available, it is their

responsibility to find a substitute. You may also bring an Advisory – contact Michelle Wiseman.

Dress professionally and bring your business cards and nametags!

Being prepared is key to a powerful interview. Many of the questions you ask are unique to the organization you visit. Here are a few things you should ask every applicant: § Has the requested amount or items changed from the application? Indicate that on the grant review form. § What recognition opportunities are there (i.e. newsletters, website, press release, e-blast, plaques, etc.)? § Does our funding time frame work for them? Spring 2018 Grants are funded in early April 2018. All

applicants are notified of our decision in late March. § If they are funded, do they understand that purchase receipt(s) must be provided within 60 days? § Can they prioritize items requested in the event we can't fund the entire amount? § Can they provide one or two images to use in your presentation? § Can they provide three compelling reasons why LP should fund their request? This is a great way for you

to advocate for them using their own words.

Wrap it up by asking if they have any questions about LP.

After the Visit If needed, send applicants a follow-up email with additional questions. If you need help wording financial

questions, please contact Michelle Wiseman or Marie Browning. Applicants are usually very willing to explain their organization.

Upload your completed grant review form and the photo(s) for your presentation by February 16th at 5:00 p.m.: https://laspatronas.formstack.com/forms/grantproposalreview

You did it! Now, attend the MANDATORY Grants Allocation Meeting at the La Jolla Public Library, February 26th from 8:30 a.m. to 4:00 p.m. ¡OLE!

Spring 2018 Grants

1/9/18 mw

2

Teams - ¡Que Linda!

Lynch - Boynton Browning - Grossman Fabiani – Cox Fischer – Cassidy Hegeler – McCann Kent – Lobo Keyes – LaBrucherie Maywood – Guckian Scott - Garrie Tyson – LaMarche Arredondo – Aalbers Velazquez – Jones Cole – Buche

Cousino - Bubnack Kjos – La Greca Sottosanti – Robbins Stephens – Castagnola Weiss – Winter Foletta – Kearney Carr – Murfey Luscomb – Kosky Parker – Hood Hall – Stevens Jeffery – McNeil (Advisory) Daniels – Vila (Advisory)

This is what we’re all about…. The LP grants process is a unique, rewarding and eye-opening experience.

¡Diviértete!

Spring 2018 Grants

1/9/18 mw

3

Beneficiary Guideline Information

1. Las Patronas will only fund specific, critically needed capital items that have a useful life of at least three years.

2. Las Patronas does not fund individuals, salaries, programs, training, warranties/service contracts, subscriptions, user licenses (including software), items for distribution, bank/investment accounts, endowments, general/reserve funds or operating costs.

3. Las Patronas does not make general contributions to building funds, only to rooms or buildings as part of the finished product. Las Patronas does not fund the acquisition of real estate.

4. Las Patronas does not fund existing obligations, deficits, debts, leases or reimbursements. Las Patronas does not fund additional amounts beyond the current actual bids for estimated inflationary adjustments.

5. All funds must go to the requested capital item. No fees for overhead, asset management, fundraising costs or percentages to development personnel may be deducted from the funds.

6. Funded items must be used in San Diego County and benefit the inhabitants of San Diego County.

7. Any funds granted by Las Patronas must be used for their intended purpose within 60 days of receipt. Proof of purchase is required. Lack of proof may affect the organization’s ability to apply for further Las Patronas grants.

8. The applicant must have Federal (501c3) charitable status, State (23701D) tax identification charitable status, and been established in San Diego for at least three years.

Please Note

• Previously funded MAJOR and MINOR beneficiaries must wait three calendar years from the application date of their most recently funded grant to reapply.

• Las Patronas will grant to only one arm of a multi-faceted or multi-programmed organization in any one granting period.

• Las Patronas will consider an application from either a public or private school as long as the proposal addresses a critical need among a specific population attending the school. To qualify, the school must have nonprofit status as outlined in No. 8 above, or must have an associated foundation or group with that status through which the application is being made (i.e., PTA, Foundation or Friends).

• Las Patronas does not fund municipalities or government agencies; it can only consider organizations with Federal (501c3) status as outlined in No. 8 above. No other form of tax-exempt status qualifies.

Spring 2018 Grants

1/9/18 mw

4

Financial Review

Key financial areas

Federal Tax Return – 990

Part I - Line 18 should be positive – compare it to the previous year (the column to the left). If significantly more or less, it needs to be addressed. Line 22 – What may be available for reserves. Ask what is their reserve policy and if there are funds earmarked as reserves.

Part VII – Compensation to key employees should be reasonable. Check for paid Board.

Part VIII – 1c Fundraising Events should be low <25%

Part IX - Column B – Program expense should be higher than management/administrative expense in Column C. Column C should also be <25%

NOTE: Most faith-based organizations are not required to file a 990, but some do voluntarily. Their Federal Tax Determination Letter will indicate if it is not required.

Current Budget – Compare to tax return– if change is significant, ask why. Income is typically inflated and expenses are underestimated. Check if rent and salaries are reasonable.

Recent Balance Sheet & Income Statement – Are they operating on budget or at a deficit? Are accounting and legal expenses reasonable?

Red Flags!

Missing, incomplete or inaccurate information

Operating deficit over the last two years

Fundraising expenses greater than 25%

Insufficient cash reserves (3-6 months of operating expenses)

Loans or consulting fees paid to Board.