Community Services Mini-Grant
Application Fiscal Year 2023-2024
Background
The Richmond Community Services Department (CSD) Mini-Grant, a component of the Richmond Environmental Community Investment Agreement (ECIA) Grant Program, was approved by the City Council in January 2017. In alignment with the ECIA Grant, the Community Services Grant provides support for those organizations that serve the needs of community, youth, and youth sports. The CSD Mini-Grant is designed to support organizations that are Richmond-serving and that partner with and/or consistently utilize facilities managed by the Community Services Department.
FY 2023-2024 Community Services Department Mini-Grant
Application
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1. A minimum of 80% of the organization's proposed grant-funded programs/services must be provided to Richmond residents. If awarded a mini-grant, grant funds can only be spent serving Richmond residents.
Who Can Apply?
Organizations must meet the following conditions to be eligible to apply:
Provide services focused on the community, youth, and/or youth sports to Richmond and North Richmond residents.
Operate as a not-for-pro t entity such as a non-government entity (e.g., non-pro t organizations) with 501(c)(3) tax status or utilize a scal sponsor (Fiscal Sponsor Agreement will be required) in good nancial standing.
Provide services to Richmond residents (Richmond-serving) How Much is Available?
The total amount available for the FY 2023-2024 grant cycle (July 1, 2023 – June 30, 2024) is $50,000. Grant awards can be up to $5,000, and the number of grant awards available will be determined based on the amount of each award. Grant awards will be paid on a reimbursement basis. Decisions regarding grant award amounts and advance payments will be based on the discretion of the CSD and the review panel.
When is the Deadline to Submit Applications?
The grant application opens on Monday, January 2, 2023, and the deadline to submit applications is Friday, February 17, 2023, at 5:00 P.M. Note that the grant application portal will automatically close at that time and applications will no longer be accepted.
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What are Eligible and Ineligible Uses?
Grants are available to support youth programs (through age 21), youth sports programs (through age 21), and community-focused programs and/or projects that make use of the CSD’s aquatic centers, community centers, parks, and convention center.
Eligible uses include but may not be limited to:
CSD facility fees
Youth enrichment projects
Summer camps
Youth sports programs
Programs that support health and wellness and eliminate health disparities Bike and pedestrian pathway enhancements and construction projects Programs that support students and parents at Richmond schools Service-learning programs
Gardening and urban greening projects
Ineligible uses include but may not be limited to:
Repayment of existing debt or pre-existing tax liens or obligations Legal, loan, or bank fees
Subsidization of existing contracts
Political campaigns or lobbying
Advancement of certain sectarian, politically partisan, or religious projects (grant funds should be used for speci c programs and not to advance the causes of any of the stated groups)
Fundraisers or other events not open to the general public.
A project or program which is clearly intended for commercial gain A project or program that occurs before or after the grant award period Support of individuals
For businesses established for personal bene t or pro t To support annual fund drives
To fund an agency’s de cit or endowment
To repay loans
Furniture
Cell phones
Bonuses
For the direct support of religious activities. Secular activities o ered to the Richmond community that is provided by religious organizations regardless of congregational membership or statements of belief may be eligible for grant funds.
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How to Apply
The grant applications may be submitted through Friday, February 17, 2023, by 5:00 P.M., via the online application form on the main CSD Grant subpage. We only accept grant applications submitted through the online application portal--all other submission formats are not accepted.
The following materials must be submitted as part of a completed application packet:
Completed online application, including budget (all sections completed, and questions answered).
Proof of 501(c)(3) status (Non-Pro t Status Determination letter from the Internal Revenue Service) or scal sponsor’s corresponding documents City of Richmond.
W-9 form.
Vendor Supplemental Questionnaire if not already registered.
Letter describing and authorizing collaboration (if with a governmental entity), if applicable.
Signed agreement between the organization and the scal sponsor, if applicable.
Your application will be disquali ed if your organization:
Submits more than one (1) application per scal year.
Submits an application in a format other than the online form portal.
Submits an incomplete application.
Requests grant funding for one-time special events with no supplemental enrichment programming.
Requests grant funding solely for sports teams travel expenses.
Requests a grant award amount higher than the grant maximum of $5,000.
Note: City sta will con rm that the organization has led the required document(s) in California and is authorized to carry out its business activities (California Secretary of State https://businesssearch.sos.ca.gov/). Applications submitted by organizations not identi ed with “active” status may be disquali ed.
For organizations with 501(c)(3) tax status, City sta may check websites such as the Internal Revenue Service at www.irs.gov and GuideStar at www.guidestar.org to gather additional information about the applicant organization.
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How are Applications Scored?
Applications will be evaluated by a review panel which may consist of three to ve reviewers, which can include CSD and/or City sta , Recreation and Parks Commissioners, and community members using the criteria listed below:
Program/Project (Description and Concept) – 40 points
The application is lled out appropriately and completely with all sections and parts of questions answered clearly and is easy to follow.
Timeline is practical and the proposed activities are well-de ned and technically feasible.
Management and sta are quali ed to implement the project or program and achieve stated goals and has experience working on the project or program and/or similar programs or projects.
Project or program aligns with both organizational vision and goals of the grant.
Project utilizes a CSD-managed site and/or park.
Impact and Goals – 40 points
The program or project can positively contribute to the targeted population.
Goals and outcomes are measurable, clear, and data-driven.
An evaluation component is included and connected to the program goals.
The organization has a plan on how to sustain the program or project after grant funds are expended.
Financial Viability – 20 points
Program/project budget is included, meets all requirements listed in the guidelines, cost- e ective, accurate, and feasible.
Relationship between grant funds requested and the program budget is clearly shown.
Bonus Points – 3 points
If the applying organization is based in Richmond, the applicant will receive 3 bonus points.
Richmond-based is de ned as maintaining principal o ces, studios, or other facilities within the boundaries of the City of Richmond. Applicable to organizations providing services (sponsoree), not scal sponsors.
When Will I Receive Notification of a Grant Award?
Grantees will be tentatively noti ed of decisions by April-May 2023. Grantees must enter into a grant service agreement with speci c deliverables outlined with the City of Richmond prior to execution.
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What are the Requirements if my Organization is Awarded a Grant? Applicants receiving grant awards must:
Enter into a Grant Service Agreement with speci c deliverables. All organizations are expected to initiate projects within three (3) months of execution of the grant agreement. The scope of work will be based on the application submitted.
Submit a nal report and reimbursement requests (templates will be included as part of the executed grant agreement)
Final Report – A Final Report at the conclusion of the program/project will be required and must provide detailed information about the services provided. Grantees that do not submit the required reports run the risk of forfeiting their funding.
Funding Requests – Requests must include the necessary documents to substantiate the disbursement (e.g., receipts, timecards, payroll records, etc.). Grantees that do not adhere to the invoicing requirements run the risk of forfeiting their funding.
Host City sta and/or members of the Review Panel for one or more site visits and/or program evaluation.
Published program materials shall include the City seal or logo and the CSD logo and shall state, “Made possible in part by the Richmond CSD Mini-Grant Program.” The material must be appropriate, relevant, and aligned with the approved project and should be reviewed and approved by City sta before release.
Complete and submit a W-9 form and Supplemental Vendor Application.
Meet the City of Richmond insurance requirements. Fiscal sponsors, serving as the grantee, must have insurance that covers all actions of the non-pro t and/or community-based organization acting as the sub-grantee. Organizations may use grant awards to cover insurance costs
Fiscal sponsors, serving as the grantee, must have insurance that covers all action of the non- pro t and/or community-based organization.
For inquiries or clari cation regarding this program or application, please contact the Community Services Department at [email protected].
Section 1: Organization / Agency Information
Organization / Agency Name* Organization / Agency Address* City* State* Zip*
Organization / Agency Website Phone Number*Hi 👋, how can I help?
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Organization / Agency Annual Budget* Type of Organization / Agency* -- Select One --
Summary of Organization / Agency and History*
Project Manager Name and Title*
Project Manager Email* Project Manager Phone Number*
Fiscal Sponsor Name (if applicable) Fiscal Sponsor Address Fiscal Sponsor City Fiscal Sponsor State Fiscal Sponsor Zip Fiscal Sponsor Phone Number Fiscal Sponsor Website
Section 2: Project Information
Name of Project / Program:*
Please select the area of enrichment which your
project will primarily address:*
-- Select One --
If you selected "Other", type in your area of
enrichment:
Total Project Budget* Grant Amount Request*
Up to $5,000
Project Timeline*
—
At which CSD-managed site(s) will your
program/project take place? (e.g. Rec Complex,
Nicholl Park, etc.). Grant applications that utilize
a CSD-site will receive bonus points. *
List of sites here.
Please read and answer all parts of the questions below completely and thoroughly. mm/dd/yyyy mm/dd/yyyy
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Describe the program and proposed services in detail. Provide information on the program design, types of services, location and frequency of services, and the purpose of your program and outcomes to be achieved, and how services will be delivered and/or provided. * Identify the population (e.g. community, neighborhood, youth age range, etc.) and number of people that will be served in your program. How do you plan to recruit, engage, and retain the target population in your services to reach your program’s goals? * List at least three (3) measurable improvement outcomes the project will achieve (e.g. increased reading levels in middle school students) and describe the correlation with the overall project goal.
The outcomes must be specific, measurable, and meaningful. What activities or strategies will you use to achieve the project goal outcomes?*
If you are awarded a grant, how will you publicly acknowledge the grant? E.g. newsletter, social media posts, website update, etc. Note: all appropiate marketing materials will need to include the Community Services Department logo and City of Richmond logo.* Section 3: Budget Proposal and Supplemental Forms
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Budget Proposal Instructions
Download, complete, and upload the budget form found below. An Excel sheet submission is preferred but there is a Word document available as well. Only use either the Excel or Word document provided—other formats or templates will not be accepted.
Break out the total per budget item (e.g. office supplies, paint, basketballs, facility fees, etc.). Be as detailed as possible. There is a master list of the facility rental fees here on the Parks & Community Facilities section of our website if you are planning to use your funds for rental fees, as they will not be waived for any grantee programming. Note: only 20% of your budget can be used for personnel costs such as instructor salaries and benefits and stipends.
Once complete, please upload your Word document or Excel file as: ORGANIZATIONNAME_FY21- 22_BUDGET_PROPOSAL.
Budget Proposal (Excel)
FY 2021-2022 Budget Proposal.xlsx
Budget Proposal (Word)
FY 2021-2022 Budget Proposal.docx
Budget Proposal Upload*
No file chosenChoose File
Supplement Forms
Click on the links below to download and submit your W-9 and Vendor Supplemental Questionnaire forms for your organization.
City of Richmond W-9 Form
City of Richmond W-9 Form
Vendor Supplemental Questionnaire
Form
Vendor Supplemental Questionnaire Form
City of Richmond W-9 Form Submission*
No file chosenChoose File
Vendor Supplemental Questionnaire Form
Submission*
No file chosenChoose File
Proof of 501(c)(3) status (Non-Profit Status Determination letter from the IRS) Please upload your Non-Profit Status Determination letter from the IRS.
Non-Profit Status Determination Letter*
No file chosenChoose File
Fiscal Sponsor Application
If you are utilizing a fiscal sponsor, please upload your signed agreement between the organization and the fiscal sponsor.
Fiscal Sponsorship Agreement
No file chosenChoose File
Section 4: Acknowledgement and Signature
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I agree
Electronic Signature Agreement*
*By checking the "I agree" box, you agree and acknowledge that 1) your application will not be signed in the sense of a traditional paper document, 2) by signing in this alternate manner, you authorize your electronic signature to be valid and binding upon you to the same force and effect as a handwritten signature, and 3) you may still be required to provide a traditional signature at a later date.
1. Completed application, including budget (all sections completed and questions answered)
2. Proof of 501(c)(3) status (Non-Pro t Status Determination letter from the IRS)
3. City of Richmond W-9 form
4. Vendor Supplemental Questionnaire
5. Signed agreement between the organization and the scal sponsor, if applicable; and The Executive Director’s electronic signature acknowledges the following:
You have thoroughly read and understand the grant program guidelines, application sections and questions, and the City of Richmond and Community Services Department requirements; and
All questions contained in the application have been answered and the following required documents are included as part of our application packet:
Our organization will obtain comprehensive background checks and/or ngerprinting of all employees and/or volunteers that work directly with youth or such other vulnerable populations; and
The information included as part of this application is true and accurate.
Electronic Signature*
First M. Last
Date Signed*
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