Pitcairn-Crabbe Foundation

Pitcairn-Crabbe Foundation Capital/Facilities Grant Follow-up Report Handout (Progress & Final Report)

The Pitcairn-Crabbe Foundation looks forward to learning of the impact of its grants. We are interested in knowing if the capital project has been completed but more importantly, we are interested in understanding the impacts to the broader community, as well the implications to the organization programmatically and financially. Thus we request that all grant recipients submit the following information/ analysis as part of their scheduled follow- up reports. Be specific, cite examples, and provide quantitative and qualitative analysis.

1. What was the planned use of the grant? Describe any changes in the project or the organization including turnover in personnel and board leadership positions since the grant was received.

2. Please analyze the results of the project using the anticipated outputs and outcomes submitted in your original proposal. Were you able to achieve what you planned to achieve, and why or why not?

3. What proved to be the biggest challenges you faced in accomplishing your goals, and how did the organization respond?

4. What were the most valuable things you learned from this project/program? How will that learning affect future operations and/or strategy?

5. If the capital project substantially impacted the organization’s business model, please describe these changes and their likely impacts.

6. What are the implications of the completed project on current and future operating budgets? If the building is not yet complete, please provide updated projections and a revised timeline.

7. Please provide the following financial reports (You may use the format on the reverse side for reporting this information): a. A comparison of actual expenses to original budgeted amounts for the Pitcairn-Crabbe Foundation grant b. A comparison of actual expenses to original budgeted amounts for the project/program as a whole (please include detail of all funds raised by donor category, and listing foundation and corporate grants by names and amounts)

8. Please provide a current year budget vs. actual profit & loss statement and year-to-date balance sheet. 9. Please enclose a copy of your current financial audit (one that is no more than 15 months since fiscal year end date) and accompanying management letter. If you do not have one that qualifies as current, please contact the Grants Manager to discuss rescheduling this report submission.

Updated October 2015 Please feel free to submit your report electronically to our Grants Manager ([email protected]). By doing so, there is no need to mail a hard copy to the office. You will receive a response to your email submission.

XYZ Agency Fiscal Year 2015 Capital/Facilities Income and Expense Detail

Income FY 2015 Pitcairn-Crabbe Pitcairn- Capital/Facilities Capital/Facilities Capital/ Capital/ Grant Budgeted Crabbe Grant Budgeted Actual Facilities Facilities Actual Variance Variance $ % Pitcairn-Crabbe $25,000 $25,000 $25,000 $25,000 $ - - Foundation Grant Foundation A 25,000 25,000 - - Foundation B 50,000 40,000 (10,000) -20.0% Foundation C 15,000 0 (15,000) -100.0% Individual donors 5,000 8,500 3,500 70.0% XYZ Operating funds 25,000 22,000 (3,000) -12.0% Other income sources 5,000 10,500 5,500 110.0%

Total Income 25,000 25,000 150,000 131,000 (19,000) -12.7%

Expenses

Salaries $5,000 $5,000 $115,000 $101,240 ($13,760) -12.0% Consultant 20,000 20,000 20,000 20,000 - - Program materials - 7,500 4,032 (3,468) -46.2% Travel - 2,500 1,645 (855) -34.2% Equipment - 4,500 3,501 (999) -22.2% Other expenses - 500 582 82 16.4%

Total Expenses 25,000 25,000 150,000 131,000 (19,000) -12.7%

Line item headings are for example only and should reflect your organization's or the project's spending pattern. Explain any material variances in both revenues and expenses (defined as > $5,000 AND > 10% variances). In this case Foundations B & C, Other Income Sources, and Salaries would be explained.

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