Unitarian Church of Evanston Endowment Fund

Unitarian Church of Evanston Endowment Fund Grant Application Form This instruction sheet does not need to be submitted.

The Endowment Fund is a source of support for special initiatives that further the mission and work of UCE. Like the roots that nourish and stabilize a tree, Endowment dollars strengthen our community and promote its health and vitality. The Endowment By-laws outlines that funds are to be for special projects, and may not be used to fund the operating budget.

Only church members and staff may apply for funding. Please review the Endowment Committee Funding Guidelines before preparing your submission. The deadlines for applications are January 30, April 30, July 30, and October 30.

Process and Timing: Requests should be sent to the Chair of the Board of Trustees (BOT) and to the Chair of Endowment simultaneously using this form and submitted electronically. Additional information may be included on separate sheets of paper, as attachments. Please submit a copy of your application (2017/18 term) to the Chair of the Board of Trustees: Janelle Brittain ([email protected]) and to the Chair of Endowment Committee: Ellen Zacny ([email protected]). The application is first considered by the BOT and then passed along to Endowment. The BOT meets on the third Wednesday of every month and the Endowment Committee meets on the second Tuesday of the month. Because the Board reviews the application first, then passes it on to the Endowment Committee, consideration of any application takes about a month. The Endowment Committee will notify the applicant as to whether the request is funded. Incomplete applications will be returned for additional information. All requests will be considered as long as they meet the criteria outlined in the Endowment Fund By-laws. Please review the Endowment Committee Funding Guidelines listed below.

Funds will be dispersed as a check to UCE based on a bid or invoice that matches the amount of money requested for the project. If the project involves getting bids, the bids must be firm and the recommended bid should be attached to the application. Applications that include estimated costs for large expenses (such as equipment, building projects, and rentals) will not be funded without bids. When the project is completed, a final report and accounting, along with supporting documents, will be provided by the person making the funding request. If you have questions about the process, please contact the Chair of the Endowment Committee: Ellen Zacny ([email protected]).

Endowment Committee Funding Guidelines A proposal must:

 Help fulfill the mission of UCE through initiatives not covered by either the annual operating budget or a capital campaign

 Outline a measurable impact on UCE and/or our community and propose metrics to determine success

 Provide dates for project milestones

 Define a specific audience

Updated June 2017  Demonstrate adequate non-financial capacity for completion (e.g., volunteers, leadership, etc.)

 Discuss the involvement of internal and external partners in the project, including coordination of efforts to support, not duplicate or conflict with, complementary activities

o For example, a project about working with prisoners must consult with the Prison Ministry prior to submitting the application

 Include a detailed budget, with invoices and firm bids (if applicable) attached to the application; estimated costs for capital expenditures will not be funded

 Demonstrate sustainability after the initial funding from Endowment, if applicable (e.g., fundraising plan or other identified revenue sources such as fees)

 Participate in a vetting process that includes meetings with the Board of Trustees, the Endowment Committee and Subject Matter Experts, as needed-- Discuss with the Endowment Chair and the Chair of the Board of Trustees to review timing, plans, costs, etc. so that all requests can be well timed and coordinated

A funded project must:

 Submit a brief summary to the Endowment Committee, by the person who submits the proposal, once the project has been completed

 Acknowledge the Endowment at the beginning of the program and in all promotional materials, including posters and handouts at any events

o “(Name of program) is supported by a grant from the UCE Endowment Committee”

 Use the Endowment funds exclusively as outlined in the proposal; funds must not be passed through to other charitable organizations

 Return unspent funds to the Endowment Committee

Updated June 2017 Unitarian Church of Evanston Endowment Fund Grant Application Form 1. Date of application

2. Name of Committee, Council, Program, Task Force, or Staff Member making the request

3. Contact Information: Phone, Cell, and Email

4. Project Title or Description of Item

5. Project Duration (the whole project)

6. When will funds be required?

7. Is this an annual event or expense?

8. If the project is longer than 12 months, how will future costs of the project be met?

Project Summary

1. Describe the project

2. Outline the objective of the project.

3. Attach a budget for the See Sample Budget Request template below whole project and indicate what funds are being requested from the Endowment. 4. If the project is ongoing See Sample Calendar below. and has more than one component, provide a short summary calendar of when events will occur. 5. How will this project help fulfill the mission of the Unitarian Church of Evanston?

Updated June 2017 6. The person submitting this application is responsible for writing a brief summary after your project is complete?

Agreement I/We agree that awarded grant money from the Endowment Fund these funds will be utilized only for the purpose outlined in the application submitted. If the approved project does not begin as outlined in the projected calendar or if it does not require the entire amount granted, I/We agree to inform the Endowment Committee of the change in the timing of the project and/or the budget. It is important to notify the Endowment Committee so that funds are available as planned. I/We agree to acknowledge the Endowment Committee’s provision of funding for this project on printed materials, at the beginning of programs, films, etc. I/We agree to acknowledge the Endowment Committee’s provision of funding for this project on printed materials, at the beginning of programs, films, etc.

______Typed Signature of Applicant Typed Date

Please scan application and send by email as an attachment. We need to be able to share it with Board members and Endowment Committee members.

Sample Budget Request Template This sheet does not need to be submitted. It is a sample.

Project Title: Racial Equity Work Budget category Amount Description and Comments $6700 YWCA to lead the fall workshop YWCA lead centerpiece Endowment Fund Request workshop Forums and Other $750 These will occur in the spring and expenses will be for Collaborative Events supplies and food Supplies and Printing $500 Endowment Fund Request Advertising $300 Endowment Fund Request Food for the YWCA workshop $1700 To be funded by the Community Action Fund Updated June 2017 Workbooks for each $500 To be funded by participants participant Film screenings—2 per year $700 To be funded by Peace and Justice Committee Honorarium for Panel $450 3 people at each Panel following the two films--$75 to each Discussion Following Film person’s organization—Endowment Fund Request Screenings Total Budget for Racial Equity $11,600 Work Total Amount Requested from $7950 the Endowment Fund

Sample Calendar for Project

YWCA Workshop October Film Screenings January and March Panel Discussion Following Film Screenings January and March Collaborative Events with other groups in December, February, April Evanston

Updated June 2017