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Indiana Youth Institute & Ball Brothers Foundation

Organizational Capacity Grant 2018-2019REQUEST FOR APPLICATIONS

Application Due Date: August 20, 2018INTRODUCTIONThe Indiana Youth Institute (IYI) promotes the healthy development of Indiana children and youth by serving the people, institutions and communities that impact their well-being. IYI, in partnership with the Ball Brothers Foundation, intends to help improve the organizational capacity of youth-serving nonprofit organizations in east central Indiana.

With funding provided by the Ball Brothers Foundation, IYI invites community and faith-based youth-serving nonprofit organizations to apply for assistance to improve their current effectiveness and their capacity to serve in the future. Grantees are limited to organizations within Delaware, Randolph, Henry, Jay, Madison, Grant, and Blackford counties. Two grants will be awarded. Collaborative applications from two or more agencies for one grant award are encouraged.

Each grant recipient will receive the following: Approximately 95 hours of coaching and technical assistance focused on one or

more of the following (see page 6 for more details):o Strategic planningo Fundraising and sustainability planningo Board developmento Evaluation plans and processeso Financial management policies and processeso Human Resources management policies and processeso Executive Coachingo Another area that would increase the effectiveness of the organization

Registration and hotel expenses for 1 person to attend IYI’s Kids Count Conference in Indianapolis – November 27 & 28, 2018

Registration of $750 for 1 person to attend a professional development training or conference in spring 2019. A course at The Fund-Raising School of the Indiana University Lilly Family School of Philanthropy is one option for consideration.

The opportunity (based on successful completion of other activities) to apply for a sub-award of $9000.00 to be used only for approved organizational effectiveness/capacity-building purposes, not operational costs.

PROCESS

Applications are due to IYI by 9:00 A.M. Eastern on August 20, 2018. Site visits with finalists will take place during August/September. Winners will be notified on or before September 17, 2018. Technical assistance will take place between September 2018 and May 2019.

Application for sub-award funding will occur in Spring 2019

SELECTION CRITERIA

Organizations must meet all of the following criteria: Be a nonprofit organization with 501(c)(3) tax-exempt status. Provide services congruent with IYI’s mission to promote the healthy

development of youth. Be located in and provide services to youth of Delaware, Randolph, Henry, Jay,

Grant, Madison and/or Blackford counties in east central Indiana. Identify steps already taken toward improved organizational effectiveness, and

display readiness for continued improvement of organizational effectiveness. Have potential for and willingness to benefit from coaching and technical

assistance. Have potential for and willingness to work toward providing increased services in

terms of numbers served, programs offered, or greater impact. Submit complete application including a signed statement of commitment.

SUBMISSION GUIDELINES

CONTENT Refer to Definitions Section when formulating your response. If this is a joint application, please include information for each agency and the collaboration.

Cover page – please include all information requested. If information is unavailable, note NA.

Section A – Overview: please include1. Your organization’s mission and vision2. Your organization’s impact on the community3. Description of geographic area served4. Type of programming offered 5. Description of agency leadership – board and staff involvement6. What your organization aspires to accomplish with consultation assistance

through this grant

Section B - Narrative: please answer all of the following items in detail. Number your responses.

1. Program Description Briefly describe programs offered. Describe who is served through your programs. How are programs delivered? Why are programs offered or what need is being met?

2. Planning What challenges are currently facing your organization? What challenges are expected in the future?

Indiana Youth Institute Request for Applications BBF OEG 2018-2019603 E. Washington Street, Suite 800 Indianapolis, IN 46201 800-396-7060

How do you foresee your organization sustaining itself in the near future and the longer term?

3. Organizational Effectiveness Why and to what extent does your organization need assistance with

organizational effectiveness? What type of assistance do you think is needed? What prompts you to seek assistance at this time in the life of your

organization? Describe your readiness to make changes.

4. Outcomes What (if any) program outcome measurement processes are in

place? What program impact do you want to achieve through this coaching

and technical assistance from IYI? What organizational impact are you expecting to achieve as a result

of this project? Section C - Attachments required include:

o an agency/organization budget (not a program budget); o last year-end financial statement; o list of board of directors with details of years of service and

representation; o organizational chart;o letter indicating 501(c)(3) nonprofit status;o strategic plan (if any);

Signed Statement of Commitment (see last page of this document).

FORMAT

Applications are not to exceed ten pages (not including the cover page or requested attachments).

Applications are to be typewritten in 12-point font, double-spaced – Word or PDF format preferred.

Applicants are to submit application with attachments electronically via email. Documents must be Microsoft or Adobe compatible/readable. Faxed submissions will not be accepted.

DEFINITIONS

Organizational CapacityOrganizational capacity is the ability of an organization to fulfill its mission through a blend of sound management, strong governance and persistent rededication to achieving results. The attributes of an effective organization include: mission-driven, entrepreneurial, sustainable, adaptable, outcomes-oriented, and customer-focused.


Executive Mentoring / CoachingExecutive mentoring / coaching is a one-on-one relationship between an agency executive director or staff member and an experienced not-for-profit management consultant. The process will focus on the individual needs and goals of the mentee and may involve reading books or other literature, reviewing internal forms and procedures, coaching on leadership skills, human resource and personnel issues, or other areas that the mentee wishes to improve. The primary goal will be to improve the skills and leadership ability of the mentee in order to help them be more effective in their role as an executive director or key staff member in a not-for-profit, youth-serving agency.


PROJECT FOCUS TOPICSProjects may focus on one or more of the following. Descriptions are examples, specific projects may include some or all of activities noted per topic.

Governance Strategic Planning: Clarify organization’s vision and mission; Identification of

Strengths, Weaknesses, Opportunities, and Challenges; develop action plan with specific targeted goals, timelines, and responsible persons; and similar tasks.

o Goal = increased clarity of direction for organization activities Board Development: Role & Responsibilities; Engagement; Recruitment; Board

Manual; and related topicso Goal = increased engagement and contributions of each board member

Fund Development: Developing a plan; Developing case statements; Diversification of funding sources; Making an “ask”; and related topics

o Goal = plan for increased funding for sustainability

Leadership & Administration Executive Coaching: Support and direction for executive directors or leadership

teams on roles & responsibilities, time management, communications, building relationships, transitions, or other identified topics

o Goal = strengthening of leadership and management skills Financial Management: Review of policies & procedures; Budgeting process

review and development; Reporting process review and development; Grant management

o Goal = improved accuracy and transparency of financial data and processes

Policies & Procedures (P&P): Written documents to lead organization tasks in a consistent manner; P & P may be in areas of financial management, risk management, personnel, program delivery, safety or similar issues

o Goal = increased clarity and consistency within all legal requirements and best practices

Service Delivery Quality Improvement (QI): Plan for continuous assessment and improvements

based on data; Documentation that works; QI for all aspects of an organizationo Goal = improved information available for assessment of performance and

planning on an ongoing basis Program Development: Research and plan for implementing best practices

applicable to your organization’s services; Development of logic chart; Development of implementation plan

o Goal = increased clarity on the need, activity targets, and outcomes for a program

Impact Evaluation Plans: Development of logic chart; Clarifying outcome/impact goals and measures; Documentation that works; Development of evaluation plan

o Goal = improved data available on performance for program improvement, staff training, and funder reports


QUESTIONS?

Contact Carolyn Langan, Program Manager - Consulting at 317-396-2716, 800-343-7060 or [email protected].

DEADLINE

Submit your complete application with attachments to IYI via email to [email protected] no later than 9:00 A.M. Eastern, August 20, 2018.

Indiana Youth InstituteBBF Organizational Capacity Grant

603 E. Washington Street, Suite 800Indianapolis, IN 46204

[email protected]

Submission Check List:

Cover page (use form in this RFP) Section A: Overview Section B: Answers to all questions within 4 categories

o Program Descriptiono Planningo Organizational Effectivenesso Outcomes

Section C: Attachmentso Agency Budget o Year-end financial report o Board of Directors listing o Organizational Charto 501 (c)(3) status letter o Strategic Plan - if available

Statement of Commitment (form in this RFP)


mailto:[email protected]



Indiana Youth InstituteOrganizational Capacity Grant Request 2017-2018

COVER PAGEOrganization InformationOrganization Name:Parent Organization - if applicable:Address:City/State/Zip:County:

Phone and Fax:

Phone:

Fax:

Web Address:

Contact InformationExecutive Director/CEO:Title:Years in the position:Phone: Offic

e:Cell:

E-mail:Board Chair:Board Chair’s email & phone

Email:

Phone:

Organization OverviewYear Incorporated:Organization Annual Budget:# staff/volunteers: Staff Volunteers # Served Annually: # Youth: # Adults: Geographic service area:EIN #:

Yes No Unsure

Has your organization received an organizational capacity grant from IYI for consulting in last 3 years?Has your organization used any IYI programs/services before?

Please write your mission statement below. (Box will expand as you type.)


What consultation services are you requesting? Mark all that apply by priority, 1, 2, 3... Strategic Planning

____ Board Development

____Fund Development

____

Executive Coaching ____

Financial Management ____Policies and Procedures ____

Program Development ____Impact Evaluation Plan ____Quality Improvement ____Other _________________


Indiana Youth Institute & Ball Brothers FoundationOrganizational Capacity Coaching Grant

STATEMENT OF COMMITMENTParticipating in capacity building technical assistance requires the commitment of the organization’s staff and board. If we receive this award, we will spend an average of three hours per week working with an IYI Consultant, with additional time needed to work with our staff and board members on projects, assignments, information gathering, accounting and reporting. At the beginning of the coaching and technical assistance, we will work with our assigned consultant to develop a capacity building plan that will outline the project(s) to be completed during our consultation and coaching. We will work with our IYI Consultant and/or IYI Program Manager to develop an application detailing the projected use of the sub-award funding in the spring of 2019.

The success of this project depends greatly on all parties exhibiting a willing, cooperative, and committed attitude. This will include returning phone calls, attending scheduled meetings, providing necessary materials in a timely fashion, offering information and access to staff and/or board members, and steadily moving toward project completion. Also, regular narrative and financial reports will be required.

By signing below, we agree to the terms outlined above and are willing to commit the time necessary to complete work on our capacity building plan should we be selected to receive an award.

Signature of Executive Director______________________________________________Printed Name of Executive Director__________________________________________Date____________________________________________________________________Signature of Board President________________________________________________Printed Name of Board President_____________________________________________Date____________________________________________________________________

Indiana Youth Institute Request for Applications – Ball Brothers Foundation 603 E. Washington Street, Suite 800 Organizational Effectiveness Grant 2017-2018Indianapolis, IN 46201 800-396-7060