Fill and Sign the General Daily Progress Report Ftp02 Portlandoregon Form

Diocesan Council Episcopal Diocese of Rochester 935 East Avenue Rochester, New York 14607 585-473-2977 (fax) 585-473-3195 www.episcopalrochester.org TO: All Congregations, Rectors, Priests in Charge, Parish Leaders (Wardens and Treasurers) RE: Mission Grant Requests for Calendar Year 2012 FROM: Diocesan Council and Office of the Bishop INSTRUCTIONS: Please read this document at your next Vestry Meeting. Provide copies of the Grant request application and this letter to those who will complete applications for the parish. DATE: June 22, 2011 Grants Cycle 1 Introduction: Enclosed is a Grant Request Application for the 2012 Diocesan Budget. The Convention and the Diocesan Council have recognized the importance of funding parish mission through the Diocesan Budget. The priority in 2012 for the use of funds will be grants that enable congregations to be engaged in mission that enhances and strengthens parish vitality. The grant applications should also reflect the goals and objectives of our diocese, to practice a passionate spirituality, radical hospitality, and thoughtful engagement, so that we may grow the diocese through “sharing our joy”, effective communication, congregational and missional redevelopment. We strongly recommend that the data from MissionInsite be used to support your grant request(s). Timelines: This year, applications will be completed in two cycles. Cycle 1 grant application will be available to parishes on June 30, 2011 and should be returned by September 30, 2011. Money for grants will be awarded after the 2012 budget has been approved by Convention in November and will be disbursed starting in January 2012. Cycle 2 grant applications will be available January 15, 2012 and must be returned by March 31, 2012. Grants will be awarded by May 30th and funds will be disbursed starting in June 2012. The money available for cycle 2 will be approximately one third of the overall budgeted amount for Diocesan Mission Grants. Mentors, from Diocesan Council will be assigned to assist as necessary to help you complete the application process. Reporting of Grant Expenditures: A final report with both narrative and financial information is required of all grantees within 3 months of conclusion of their grant projects. The narrative will discuss the project’s implementation and results and a financial report detailing all project expenditures. Instructions for final reporting will be sent to the grant recipients once the funds have been disbursed. Applications: All congregations in the Diocese are eligible to apply for three types of projects. Each request must be on its own application form. The application form is also available on the Diocesan website at www.episcopalrochester.org . The form may be downloaded and submitted via email as a preferable mechanism for submission. Please note that if parishes have shared missions they should file a joint application. In this case, designate one parish as “lead” parish that will file the application on behalf of the group. 1 Episcopal Diocese of Rochester 2012 Fiscal Year Grant Application Carefully Read and Complete Parish Mission Grant Request All Applications must be received at the Diocese (or postmarked) by 5:00 p.m. September 15, 2011 Important! These grants may not be used for capital improvements or for new staff persons. If you have questions, please contact the Rev. Canon Julie Cicora at Julie@rochesterepsicopaldiocese.com. On behalf of Diocesan Council, please submit your completed application to kristy@rochesterepiscopaldiocese.com. Description of (3) Project Types: 1. Application for funding currently ongoing mission work in the congregation, whether or not the church currently receives funds through the diocese, provided that it adds vitality to the life of the congregation and is undertaken directly by the congregation or is carried out through a closely associated non-profit or ecumenical organization of the congregation. 2. Application for funding new mission that addresses an unmet need beyond the parish, that will be undertaken directly by the parish and that would help create a new vitality within the parish. 3. Application for funding in the form of a joint request between your parish and a community service or ecumenical organization, where your parish is or will be actively involved in the mission and the result will add vitality to the parish. The 2012 Mission Grant Application that is enclosed may be found on the Diocesan website www.episcopalrochester.org or may be copied and will serve as the form for all requests. Please use only this form as it is different than applications we have used in the past. Projects previously funded may or may not meet the current goals and priorities. The parish is under no obligation to sponsor non-profit organizations previously funded or to recommend for funding programs that have been previously funded. Our goal is to fund mission that enhances the vitality of the parish and which addresses one of the goals of the diocese. Parishes only are receiving this letter and application, the diocese is not sending letters or applications to other organizations. If your parish is interested in applying for funds for your own mission or that mission with another organization, carefully complete this application. Please send (email) your completed request to the Episcopal Diocese of Rochester. We will distribute them, giving them to members of the review committee. The deadline for submitting requests is as follows: all requests must be complete and either postmarked by September 15th and sent to the Diocese or received by the Diocese (by fax or email) at 935 East Avenue by 5:00 P.M. September 15th. Please also note that your 2010 parochial report, audit commitment and apportionment must be current in order to be eligible for funding. If your parish received grant funds through this program for 2009 and/or 2010, you must report on the progress you made in comparison with the goals you stated for any programs funded. If you have any questions please feel free to call or email The Rev. Canon Julie Cicora at the Diocesan House. Faithfully yours, Members of Diocesan Council Sub Committee for Mission Grants Attached: Application Form www.episcopalrochester.org for 2012 Funding 2 (may be copied or found on website Parish: _____________________________________________________________ Contact Person: ________________________________ Telephone _________________________________Email________________________________ Date Approved by Vestry __________________________ Name of Project________________________________________________________________ In order to complete an application for 2012 Funding, you must first answer these questions: _____Yes______No Our Parochial Report for 2010 has been filed. _____Yes______No Our apportionment payments are current. _____Yes______No Our clergy salary, benefit and pension payments are current. _____Yes______No Our Diocesan loans (if any) are current or amended. _____Yes______No We have either signed a request for the Diocese to undertake our audit or have filed an audit committee form. Please answer the following questions about this project _____Yes______No This is a new project (the first year the parish has initiated and/or participated) _____Yes______No This is an existing project (the parish has previously participated in and/or funded the project with or without the Diocese’s support.) $_______________ This is the amount of our operating income on line “B” of our 2010 year-end parochial report that we just file. $_______________ This is the amount that we will include in our 2012 budget for this project (if “0” indicate this. If you do not know, indicate N/A) After you have completed and met the application requirements, please email or mail application to: kristy@rochesterepiscopaldiocese.com Episcopal Diocese of Rochester Attn: Kristy Estey 935 East Avenue Rochester, NY 14607 3 PROJECT SUMMARY AND NARRATIVE Complete within space allowed NAME OF PROJECT: ____________________________________________________________ 1. If this is an ongoing project, describe how the parish began its relationship or started the mission project. 2. Being specific, how many people were served through the project last year (2010 if funded in 2010). If the project is just beginning in 2011 give us the number served to date. ________is the number served from_____________to _______________ ________ is the number projected on the initial application 3. What is this proposed project going to accomplish in 2012 (Please give measurable goals such as feed 50 people, or tutor 10 children) We will _______________________________________________ 4. If new or existing, describe the connection of this project to the church. (for example, located in the church and/or a contract between the church and another organization) 5. If other parishes or organizations are participating, explain how they will be involved. 6. Describe who from the church is participating in this project. (Give approximate numbers such as (five) volunteers) and describe what they will do. 7. Explain how the parish mission will be more active (revitalized) by this project. 4 NAME OF PROJECT _________________________________________________________ INDICATE WHAT BEST DESCRIBES THE RELATIONSHIP BETWEEN THE CHURCH(S) AND THE PROJECT. (CHECK ONLY ONE.) _____The project is a proposed new parish mission that addresses an unmet need in the community and will result in new congregational vitality and will be carried out by the congregation (s). _____The project is mission that is a strong component of current congregational vitality and is carried out by the congregation. _____The project is mission that is currently a strong component of congregational vitality and is carried out together with a closely associated non-profit organization of the congregation. (Interlocking boards located in the church, etc.) _____The project is to be carried out by a separate non-profit corporation unrelated to the church, with which the congregation is working with, to carry out the project. _____The project is to be carried out by an unrelated non-profit corporation that does not have ties to the congregation and the members of the congregation are not involved in carrying out the project. IF TO BE CARRIED OUT BY A SEPARATE NON-PROFIT ORGANIZATION, CHECK ALL THAT APPLY TO YOUR PROPOSED RELATIONSHIP TO THE ORGANIZATION _____1) The Congregation has or will have board or leadership membership in the non-profit organization’s governing board ______________ Estimated number from parish _____2) Congregation has or will have members who are active volunteers in the non-profits programs. ______________ Estimated number from your parish who are active in this project _____3) Congregation(s) provides in-kind support to the non-profit organization _____4) The non-profit organization is located in (one of) the church’s facilities _____5) Congregation(s) gives money from its annual budget to the non-profit organization. List of Partners (Other parishes, organizations, etc. to whom you are contracting or with whom you are working) 1. Other Episcopal: _________________________________________________________________ 2. Other Christian Churches: _________________________________________________________ 3. Other Worship Families:___________________________________________________________ 4. Non-Profit Organizations: _________________________________________________________ 5. Other Community Organizations:____________________________________________________ 5 Tell us whatever else you want the Committee to know. (You may continue on the back of this page, only. Do not add sheets or materials) NAME OF PROJECT ________________________________________________________ BUDGET SHEET Budget Sheet. This is to reflect the project budget, only. Do not include the full parish budget or the budget of the non-profit organization if you are working with one. Project Budget: A one page fully detailed income/expense budget of the project for which funding is requested. Use this page as a guide. In-kind resources quantified 1. Free rent 2. Donated food 3. Source of Funds Proposed for Project 1. 2. 3. 4. 5. 6. TOTAL FUNDING REQUIRED (do not include in-kind resources from above Income Proposed Expenses for the project 1. Supplies, i.e., paper products 2. Food 3. Advertising, printing 4. Equipment 5. 6. TOTAL EXPENSES (do not include any staffing salaries) Expenses Income less expense= Surplus or (Balance needed) $________________ Amount Requested from the Diocese for the Project $________________ Please add any Comments on the reverse, about the Income and Expenses Stated above and tell us of any in-kind gifts you will provide or receive for this project. 6 NAME OF PROJECT _______________________________________________________ Thinking only of the balance needed, what other sources have been asked to assist and for what amount? What is the status of each such application? Describe the adjustments you will make if the Diocese can fund only part of your request. If other sources of funding are still pending, describe the adjustments you will make if those resources are not available to you either in full or in part. What sources of funds will support the project after the Diocesan funds and any grant funds have been fully utilized? And how sure of those funding sources are you? Check one: Very _______Reasonably_______Somewhat_______Not at all yet________ 7 PREVIOUS GRANT EVALUATION If you received a grant FOR THIS PROJECT from the Diocese in the 2011 budget, please tell us about the results. If this project has been funded for multiple years, please give new examples about the success of the project. 1. We received a grant in the amount of _____________________in 2011. 2. Name of the Program for which the grant was given___________________________________ 3. Each grant application indicated that specific people would be involved/ served as a result of the grant. Number of people WE SAID WE WOULD SERVE ___________________________________ Number of people WE have served to date ___________________________________________ 4. Briefly describe how the project is adding to the vitality of the congregation. Refer to your application in terms of what was expected and describe what resulted, whether positive or negative. 5. Has the parish obtained other funds to continue the 2011 project? Yes or No please explain. 6. If funds went to another organization, through you, did you monitor their performance? How did you do this? What confidence do you have that the program was carried out as funded? 7. What else would you like to tell us about your 2012 proposed project? Completed by (name and title) _____________________________________________________ Phone & email __________________________________________________________________ Position ________________________________________________________________________ Address ________________________________________________________________________ 8