2. PROPOSAL NARRATIVE: A description of problems or conditions the project is intended to address:

• Need for the project; its uniqueness and non-duplication

• What outcome do you seek? (Outcomes are long-range and broad in scope)

• What methods will you use to achieve the end result or outcome(s)? (Methods are short-term, concrete and measurable)

• What activities will you carry out to achieve the project objectives?

• The people, who will be served by the project, including the number you estimate will benefit from it.

• The geographic area the project will directly affect.

• Methods for measuring your success. How will you know that you have met your objectives? If the project is to serve as a model, how will information be disseminated? (If you receive a grant, you will be asked to submit an evaluation report and pictures, if appropriate, on a semi-annual basis until the project is completed and then a final report.)

• Anything else that might help us to understand what you are trying to accomplish and why.

• PERSONNEL: List the personnel who will work on the project and their qualifications.

• BOARD INVOLVEMENT: Will any of the board be involved and if so, how?

• If this is a collaborative effort, please describe how each organization is integrated into the project; either a flowchart or a brief narrative is acceptable.

• TIMETABLE: Show the timetable you have set to achieve your objectives.

• PROJECT FUNDING: Give details of any funding you have already received or requested for your project (how much, from whom, and for what). Explain how the funds requested from The Foundation will be used. What are your continuing funding plans?

• EXPENSE BUDGET: Provide a full budget breakdown. Detail projected overall expenses for your project and itemize the portion requested from The Foundation. If a consultant is utilized, a specific and brief description of how that person will be used, the consultant’s special qualifications for the assignment and a resume. Please indicate consultant’s daily rate.

• EVALUATION: Include an evaluation plan that shows how the organization(s) will know to what extent the project has succeeded. The plan should state how the evaluation would be carried out, when the results will be known, and should include quantified measures wherever possible. Successful applicants will be asked to submit a final project report that includes results of the evaluation.

3. FINANCIAL STATEMENTS: Attach a financial statement or audited report for your organization and, if a collaborative effort, for each participating organization’s past fiscal year and a copy of its current operating budget showing anticipated revenues by source and expenditures. (If no audit has been done, a year-end financial statement, complete with a balance sheet and statement of revenue and expenses, must be included.)

4. TAX-EXEMPT STATUS: Attach a copy of your 501(c)(3) and each participating organization’s 501© (3) tax exemption letter from the Internal Revenue Service (not a letter from the State of Connecticut). If you are a public agency, so signify.

5. BOARD LIST: List each participating organization’s current Board of Directors with their names, addresses and affiliations.

6. LETTERS OF COMMITMENT: If a collaborative effort, letters of commitment signed by the president or chairman of the respective governing boards must be attached. The letters should indicate that the proposal has been reviewed and approved by the respective governing board and specify the agreed upon FISCAL AGENT for the project.

7. FISCAL AGENT RESPONSIBILITIES: It is the Fiscal Agent’s responsibility to see that the funds are properly expended and/or spread among the collaborating entities, if a collaborative effort, and that reports are filed with the Westbrook Foundation, Inc. in a timely manner.

8. GUIDELINES FOR REPORTING: We want to know how you’re doing—what worked and what didn’t work. A status report from the Fiscal Agent summarizing the results of your project and how the money was spent must be submitted on a semi-annual basis with a final report at the conclusion of the project.

• Provide a brief narrative addressing:

• Program achievements

• Identify the program objective

• Note the specific achievements

• Problems encountered, if any

• Number served and benefits to those served

• Indicate the number serviced

• Length of participation, where appropriate

• Benefits gained

• Community support

• Linkages with other organizations

• In-kind contributions

• Media coverage

• Volunteers

• Matching funds

• Efforts made to obtain funds for program continuation

• Detail of grant expenditures

• Line item report

• Specify expenditures directly related to grant

• Provide receipts

• If grant used with funding from other sources, do not combine report—identify other sources under community support.

9. RECOGNITION: We look at this grant process as a partnership relationship between the Westbrook Foundation, Inc. and the participating agencies. This process provides a wonderful opportunity for RECOGNITION for the Westbrook Foundation, Inc. and the agency or collaborating agencies not only in initial announcement media releases but ongoing as well.

10. File the original application with attachments with the Westbrook Foundation, Inc. at P. O. Box 528, Westbrook, CT 06498-0528.