Frances Langford Fund for Martin County

2017-18 Letter of Intent (LOI) / Grant Application Process – Frequently Asked Questions

How does an organization apply for a grant? Is the submission of a letter of intent (LOI ) required?

All applicants must submit an LOI. The Grants Committee will review all LOIs received and then determine which applicants / organizations will be invited to submit a full application.

What are the categories this year?

All 501(c)(3) organizations from all fields of interest that serve Martin County are welcome to apply.

How long does the organization have to be in existence to submit an LOI?

Any organization applying must be in existence for three years and must be in good standing with the IRS.

Are there dollar minimums / maximums for this year’s Langford Grant?

All grant requests should be no less than $25,000 and no more than $100,000.

How many awards will be issued?

The number of awards as well as the total potential funds to be distributed will be determined by the Grants Committee during the review and selection process.

What if the proposed program / project involves collaboration with another organization?

Collaboration is encouraged! Preference will be given to those programs / projects where there is cooperation and collaboration. Co-applicants should submit one application. We recommend one organization be the lead applicant and dual organization information should be included in the LOI and ultimately in the full application.

If we are collaborating, how do we decide who the lead agency is?

We love that you’re collaborating! Who the lead agency is is up to your discretion. The organization who submits the LOI on behalf of the collaborating organizations ideally will be the one who has the strongest financial capacity to receive and manage the funds. The lead agency will also be the fiscal agent responsible for signing the grant contract and receiving and distributing any grant award monies.

Does the letter of intent require the submission of letters of support or collaborative agreements?

Letters of support and collaborative agreements are not to be submitted with the LOI, but may be requested from those selected to submit a full grant application.

Should any related programs/projects and their respective budgets be included in the LOI?

Related projects and their budgets do not need to be included in detail in the LOI. LOIs should focus on the specific program or project for which you are seeking funds. If the existence of those related projects lends credibility to the success of the proposed project, then it should be briefly mentioned.  A complete organizational budget will be requested by all organizations invited to submit full applications.

What if the projected outcome is not something tangible?

We realize that not all positive outcomes are tangible.  Projected outcomes can include intangibles that can only be seen through observation and experiences.  Those observations and experiences should be documented in some form so that they may be communicated.

If the LOI is based on a program or project that has been successful previously, either inside or outside the organization or community, should that be included in the LOI?

Yes! If you are attempting to replicate a successful project, no matter the location, please include that in your LOI. However, make sure you are accounting for any changes and/or dealing with different demographics, in your submission. Share successes that are relatable to your proposed program/project.

Will the grant cover capital expenses related to construction?

Capital expenses related to the purchase of land and/or bricks and mortar will not be allowed. However, equipment, including software, will be reviewed and considered on a case by case basis.

What are some examples of a prohibited expense?

Prohibited expenses include, but are not limited to, land or building purchases, new construction, renovations, vehicles for everyday transport, fundraising campaigns, or fundraising or celebratory events (like a dinner). If you have any questions regarding prohibited expenses, please contact the Community Foundation and we will gladly advise you.

Can funds be used to sustain an ongoing service project or supplement / replace funds necessary for operating expenses?

Supplanting is not allowed.  Funds may not be used to sustain an ongoing program/project or to replace operating funds currently covered by another funding source. However, if you are proposing an expansion or enhancement of an existing service or program and believe this is necessary and will create impact for your organization or the population you serve or field you serve it may be acceptable.

Can grant funds be used to cover reimbursement of expenses previously incurred for the proposed program/project? For example, if the program/project is started before grant decisions are made but the organization is approved later as a recipient?

Funds received through the grant process may not be used to reimburse expenses previously incurred.

May funds requested include personnel expenses?

If the success of the proposed program/project is contingent upon adding staff, the LOI should include an explanation as to why the additional position(s) are key and the plan for financially sustaining the position(s) after the grant is received and utilized.

If an organization has an endowed fund and/ or reserve funds will it hinder their application?

The existence of endowments and reserve funds will not be held against an applicant. However excessive reserves may require explanation.

Are matching funds required?

Matching funds will be viewed favorably but are not necessary.

It is stated that “unincorporated” groups will not be considered. What does that mean?

A community group and/or any organization that is not registered as a 501(c)(3) is not eligible to apply. However, an unincorporated group can and should consider nesting within an existing organization for maximum impact and success.

Will multi-year grant applications be accepted?

Multi-year applications will not be accepted.  Applicants may apply for the same program or project in the year subsequent to the year in which they received their first grant award.  Eligibility will be based on performance.

When will the awards be distributed?

All awards will be contracted and distributed by June 30, 2018, unless multiple payments are agreed to which may extend past that date.