Brushy Fork Institute/Appalachian Regional Commission

Brushy Fork Institute/Appalachian Regional Commission Guidelines for the Flex-E-Grant June 2013 Grant Cycle

I. Background and Overview

Brushy Fork Institute of Berea College has entered into a partnership with the Appalachian Regional Commission (ARC) and the Kentucky Department for Local Government, Brushy Fork Institute will provide training for community leaders and administer $380,000 dollars in Flex-E-Grants for Kentucky’s distressed Appalachian counties.

The Flex-E-Grant program was designed by the ARC to provide small investments in short-term projects that will build community capacity to mobilize local resources, gain leadership experience and strengthen community institutions and networks. These funds are only available to distressed counties as classified by the Appalachian Regional Commission. Please see the list of eligible counties for Fiscal Year 2012 in the section called “Who Can Apply.”

This round of funding is open to all of Kentucky’s ARC distressed counties. Qualified applicants may request up to $10,000 for a community capacity building project.

Who Can Apply?

The January 2013 cycle is only is only for the distressed counties that sent community teams to the 2012 Brushy Fork Annual Institute. Qualified applicants can request up to $10,000 for a community capacity project.

II. Project Guidelines and Design

Brushy Fork is committed to working with community teams to help them develop proposals that will be fundable under the program guidelines. This will involve designing projects that meet the criteria for Flex- E-Grant funding, including the 6-month timeline; developing proposals consistent with the guidelines in the RFP and ARC requirements; and carrying out projects in a timely manner that meet the performance measures identified in the proposal. All Flex-E-Grant recipients are required to report on their projects. Flex-E-Grant funds are distributed on a reimbursement basis. Final payment will not be made until the project is completed and a report detailing activities, performance measures and financial expenditures is submitted to Brushy Fork Institute.

A. Criteria for the January 2013 proposals:

 A proposal form must be completed and approved by the review committee.  Projects must be designed on a six-month timeline.  Projects must follow all ARC Flex-E-Grant guidelines.  Proposals must define the community and demonstrate how the project will benefit the community.  Each project must demonstrate civic engagement or a strong community involvement component.  The project must be linked to building community capacity.  Proposals must identify project outputs, outcomes and performances measure to be used.  The request must not exceed $10,000.  Applicants must have a minimum of 20 percent match of the total project costs (either in cash and /or in-kind goods or services.)

B. Required Match and Financial Information

January 2013 Kentucky ARC Flex-E-Grant Guidelines page 1  Flex-E-Grants are limited to $10,000.  Applicants must provide and document a minimum of 20 percent of the total project cost (either in cash and/or in-kind goods or services) as non-ARC match. Example: Flex-E-Grant $10,000 Match $2,500 Total project $12,500  The funds will be disbursed on a reimbursement basis.  Partial payment may be disbursed in the course of the project. Partial payments will be considered on a case-by-case basis.  The final payment will not be disbursed until all the final report and financial documentation are received and approved by Brushy Fork Institute.

C. What expenses are not eligible?

Flex-E-Grant funds cannot be used for the following: equipment purchase, construction costs, and administrative expenses. Minor repairs or other improvements to community facilities are appropriate only if the project results from a community organizing process, and if the project clearly impacts local economic development.

D. Timeline for Proposal Process

 The proposal form should be completed as soon as possible and must be received by Brushy Fork Institute no later than November 30, 2012, to allow time for feedback and final approval.  Teams will meet and go over proposal changes with Jane Higgins for approval of grant.  Approved projects will be announced in December 2012.  The project will begin January 1, 2013, and be completed by June 30, 2013.  Projects should be designed to begin immediately upon notification of funding.  Projects must conclude within 6 months.

III. Proposal Development and Format

A. County Represented Must be the county your community team is representing.

B. Contact Information for Applicant Organization Please provide organization, staff contact, title and all contact information.

C. Fiscal Agent A nonprofit, tax-exempt organization or a unit of government that acts as a sponsor for the project or group that does not have its own tax-exempt status. The grant reimbursements are made to the fiscal sponsor who manages the funds. The fiscal agent or sponsor is responsible for the management of the funds.

D. Name of Project

E. Amount Requested and Match Amount Please indicate the amount of the grant requested as well as the match that will supplied as in-kind and/or cash.

F. Project Description

January 2013 Kentucky ARC Flex-E-Grant Guidelines page 2 Clearly describe your project, the problems or issues your project will address, who your project serves and how it builds community capacity.

G. Performance Measures Provide outputs (activities) and outcomes (successes) for our project. Provide any statistical information that helps document the outcomes of your project.

Successful proposals will explain performance measures the applicant will use to measure the success of the project. Performance measures are quantifiable impacts expected from the project. The proposal should address both outputs and outcomes in terms of performance measures.

In ARC’s terms, outputs indicate the specific number of actions taken or number of people who participate in an activity. For example, a youth leadership program held three trainings for high school students. 20 students attended all three trainings. In this case, the output measurement is 3 trainings held and 20 students attended.

The outcomes measure longer-term results for the project. For example, the 15 of the 20 students who attended the training now take on club or student government leadership positions at the high school. In this case, the outcome measures the long-term behavior of the students as a result of participating in the program.

In the final report, the grantee will use the performance measures to explain how the project has impacted the issues they wanted to address.

Example 1: If a community seeks funding for a community planning process, the performance measures might be as follows:

Outputs: hold 4 community planning meetings; host 20 people at each meeting for a total of 80 people involved in the planning

Outcomes: 60 people take on projects in the community to address areas identified in the planning meetings; 5 community service projects are scheduled to be completed in the next year Example 2: A project to bring together stakeholders around substance abuse policy:

Outputs: hold 2 gatherings of stakeholders in substance abuse prevention; 30 people attend the gatherings; invite 5 representatives of state and federal resource agencies for prevention abuse

Outcomes: 20 people become active in substance abuse prevention network; 5 local agencies gain connections to state and federal agencies and create partnerships for working together; 5 agencies have increased capacity to meet needs in the community.

H. Project Timeline Provide a timeline with a list of activities beginning January 1, 2013 to June 30, 2013. Example: January 2013 January 15 Planning meeting with local officials

January 22 County-wide meeting for public involvement

February 2013 February 2 Project A begins February 5 Work day for Project A Etc….

January 2013 Kentucky ARC Flex-E-Grant Guidelines page 3 I. Budget Create a detailed, itemized budget for this project, including the match. Use the following format. Budget Items Description Flex-E-Grant Match Cash or Amount Amount In-Kind 1. $ $ For each match item, indicate cash or in-kind 2. $ $

3. $ $

4. $ $

Totals: $ $

January 2013 Kentucky ARC Flex-E-Grant Guidelines page 4 J. Budget Narrative Describe each budget line item clearly, giving rationale for expenses as needed, itemizing expenses, etc. to clarify how funds will be spent. Clearly describe sources and plans for raising the 20 percent match for the project, including whether the match is in-kind or cash.

K. Program Sustainability and Continuation This section should describe whether and how you intend to continue program activities after the end of the ARC grant period. Will the program continue with other funding, and if so, what other sources of funds have been identified? If the program is to be discontinued, has it served its purpose, or is there still a need to solve the problems you were addressing? What additional steps are being taken to obtain other resources needed to continue the project?

IV. Reporting and Requirements

A mid-term report will be due for the period of January – March 2013. A final report will be due at the end of the project. This report will need to be complete before the final payment is disbursed. This report will include a summary of the project, activities, performance measures and a financial report. Report forms for both the mid-term and final report will be sent out before the due date.

Grant recipients will also be required to send at least one team representative to the annual Flex-E-Grant meeting which will be held on the Tuesday afternoon, prior to the 2013 Annual Institute. Recipients will be encouraged to share their experience with other grantees and applicants and can investigate additional Flex-E-Grant funding for future projects.

V. Contract

Upon approval of your grant you will be sent a grant contract, which will need to be signed and returned to the Brushy Fork Institute. Please note that teams may begin work on their projects as soon as they receive notification of funding, which is prior to the contract being sent.

VI. Proposal Checklist

 Meet the criteria listed  Project developed  Budget developed  Match secured  Complete the final proposal and mail, fax or email to Jane Higgins by November 30, 2012

January 2013 Kentucky ARC Flex-E-Grant Guidelines page 5