Grant Writing 101: Applicant Organizations and Non-profit Status

990The first thing an organization needs to know before it submits a grant request is its legal name and its non-profit or tax-exempt status.

Before submitting a request to BTF, please read the following information about tax-exempt status and legal organizations.

What is the Legal Name of the Applicant?

The legal name of the applicant is the name associated with the EIN (Employer Identification Number) for organizations based in the U.S.  (Organizations based outside U.S. should use the name registered with the government.)

Acronyms, nicknames or fundraising campaign names (examples: “XYZLL,” “Field of Dreams Project”) are most likely not legal organization names.

A public school or team should check with its school district to determine the legal name of the applicant.  For example:  the “X.H.S. Baseball Team” is probably not a legal entity eligible to apply for or accept a grant;  the school or school district is most likely the appropriate legal entity eligible to apply for a grant.

Non-profit and Tax-exempt Organizations  

An organization applying for a Baseball Tomorrow Fund (BTF) grant must fall into one of the three categories:

  1. an U.S.-based organization that is recognized by the Internal Revenue Service (IRS) as a 501(c)(3)*
  2. an organization that is tax-exempt such as a municipal government agency, public school or Indian tribe
  3. an organization based outside the U.S. that is a registered, non-governmental organization (NGO)

*Other 501(c), tax-exempt categories are explained at IRS.gov.

U.S. Organizations

U.S. organizations that do not have 501(c)(3) status and are not a tax-exempt municipality, public school or tribe will not be considered for funding by BTF.

IMPORTANT:  An organization that has non-profit certification only from its state will not be considered for funding by BTF.

What is the difference between non-profit and tax-exempt status?  Read this information published on the IRS.gov:

Nonprofit status is a state law concept. Nonprofit status may make an organization eligible for certain benefits, such as state sales, property and income tax exemptions. Although most federal tax-exempt organizations are nonprofit organizations, organizing as a nonprofit organization at the state level does not automatically grant the organization exemption from federal income tax. To qualify as exempt from federal income tax, an organization must meet requirements set forth in the Internal Revenue Code. See Types of Tax-Exempt Organizations or Publication 557 for more information.

A 501(c)(3) organization should have in its records a letter of determination from the IRS.  The letter of determination looks like this:IRS Letter

Do not mistake this letter with the EIN (Employer Identification Number) assignment letter, which looks like this:

How-to-Get-a-Tax-ID-Verification-Letter

The EIN assignment letter does not confirm 501(c)(3) status!  If you are unclear about EINs, learn more from IRS.gov.

IMPORTANT:  When submitting a request to BTF, a 501(c)(3) organization must submit a copy of the IRS letter of determination.  If your organization does not have this letter, do not submit a request!

If your organization has misplaced its letter of determination, you may request a copy from the IRS.

If your organization has not applied to the IRS for 501(c)(3) designation, it may apply to the IRS.

Tax-exempt organizations, as noted above, do not have 501(c)(3) letters of determination and, therefore, will not submit a letter of determination with the request.  BTF does not require a governmental information letter from an applicant in this category.  Read more about governmental information letters on IRS.gov.

IMPORTANT FOR ORGANIZATIONS CHARTERED WITH LITTLE LEAGUE, INC.:  Organizations chartered with Little League, Inc. cannot use Little League, Inc.’s EIN to create a profile in the BTF Online Application system.  Your league must have its own EIN, assigned by the IRS.

However, If your organization has not been recognized on its own by the IRS as a 501(c)(3), has its own EIN assigned, and maintains its charter with Little League, Inc., it has 501(c)(3) status under Little League, Inc.’s group exemption status.   If your organization has not been recognized on its own by the IRS as a 501(c)(3), your organization must submit to BTF a letter on letterhead from Little League, Inc. confirming the current status of your league’s charter.

If your organization has been recognized on its own by the IRS as a 501(c)(3), your organization must submit its own letter of determination.

Organizations Based Outside the U.S.

An organization based outside the U.S. must be  a registered, non-governmental organization (NGO.)  Documentation confirming this status must be provided to BTF upon submission of a request.

IMPORTANT:  All documentation must be translated into English before submission to BTF.

Which Organization Should Serve as the Applicant?

Some projects, and related fundraising efforts, are collaborations of multiple organizations.  Multiple organizations cannot apply jointly for a BTF grant.  We suggest that the non-profit or tax-exempt organization that has the capacity to plan the project, write a grant, oversee the project and use of grant funds serve as the applicant.

Once an organization is selected to serve as the applicant, please note that all responses and documentation required in the request must be related to and provided from that applicant’s point-of-view.  For example, if a municipality is the applicant on behalf of the local youth league, the request must provide the municipality’s experience in youth baseball, the municipality’s annual operating budget and annual budget for youth baseball/softball, the municipality’s Board of Directors (or leadership), the municipality’s partnerships related to youth baseball (i.e. relationship to the local league), the municipality’s goals related to youth baseball, fields, etc.

Pass-through Agencies

If the applicant organization plans to serve as a pass-through agency (i.e. a 501(c)(3) organization that is applying for and/or accepting grant funds for another beneficiary organization that is not a registered 501(c)(3) for some reason), this relationship must be explained in detail.  In addition, the request must contain information and documentation for both organizations.

Summary

Remember these important notes:

  • The legal name of the applicant is the name associated with the EIN (Employer Identification Number) for organizations based in the U.S.
  • When submitting a request to BTF, a 501(c)(3) organization must submit a copy of the IRS letter of determination.
  • Municipalities, public schools and Indian tribes are tax-exempt but do not submit a 501(c)(3) letter of determination.
  • An organization that has non-profit certification only from its state will not be considered for funding by BTF.

 

Good luck!

Look to Service Organizations for Grant Opportunities

Service organizations such as Rotary and Kiwanis likely have a presence in your community or a nearby community. These service organizations sponsor community events, raise money for local causes, and provide volunteers. Don’t overlook these organizations for grant opportunities as well. Many of these types of organizations can provide local grant opportunities that could help…

via Look to Service Organizations for Grant Opportunities — Default HubSpot Blog

Grant Writing 101: An Educated Guess

Grant requests need strong supporting documentation to demonstrate thorough planning and to ensure that the project budget and request is based on current, realistic information.

The Baseball Tomorrow Fund (BTF) requires written cost estimates for all budget items listed in each request.

A written cost estimate is not a document that your organization prepares.  It is a document provided to you by the company that will provide goods or services.  Any reputable company will provide a properly prepared, formal cost estimate.  In business, an estimate might also be referred to as a quotation, quote or bid.  Be sure to understand the difference between a cost estimate and a quote.  quotation

For a BTF grant request, written cost estimates must include:

  • the date of the estimate and how long the estimate remains valid (if applicable)
  • the company name and contact information for the vendor, contractor, engineer, etc.
  • detailed specifications, quantities, descriptions, etc. for products and services

For field or facility related projects, the estimate should include:

  • the location or name of the proposed field or facility
  • a detailed scope-of-work
  • the manufacturer name, specifications, quantities of product or materials
  • what is or is not included in the estimate (i.e. installation, site preparation, delivery, etc.)
  • accurate field or facility dimensions and drawings if applicable

For requests including playing equipment, uniforms, training equipment, field or maintenance equipment, the estimate should include:

  • itemized list of items
  • quantity and cost per item
  • brand names
  • model numbers
  • shipping/handling costs
  • sales tax (if applicable)

In the BTF Online Application system, attach the cost estimates in the Attachment section where instructed.

Cost estimates are also useful to determine the value of in-kind funding and resources that will be used to complete a project (i.e. funding that is not cash — in other words, donated or discounted labor, products or materials.)  A cost estimate will provide the retail cost of a product or service (i.e. how much you would pay in cash if you were not receiving a donation.)

In closing, whether for a grant application or not, it is a good business practice to ask for written cost estimates for all major purchases or services so that your organization knows exactly what it is purchasing, what service will be rendered, a good idea of how much it will cost, as well as the terms and conditions.

 

Great Mixture to Keep Weeds Out of Infields and Warning Tracks — Smart Turf

With summer now upon us, many high school playing surfaces are winding down from spring play, now crabgrass, goosegrass, and other unwanted growth will appear. How do you control this issue? See below: A simple mixture of Glyphosate in a 2% solution and SureGuard at 3 teaspoons per 1000 sq ft. So, in a 3…

via Great Mixture to Keep Weeds Out of Infields and Warning Tracks — Smart Turf

Expert Advice From 

jd_turf_200x51

A BTF Preferred Provider

Grant Writing 101: Pillars of Support

At some point, you may have asked for or provided a letter of recommendation.  These letters are often needed when applying for a job, to get into college or a club, to apply for a mortgage or when hiring a contractor or other company to provide a service. Organizations applying for grants may also need letters of recommendation or support.

Letters of support are helpful in the grant evaluation process.  These letters are intended to provide insights into the applicant’s ability and capacity and the need and worthiness of a project fromLetter Writer organizations that have worked with the applicant.  An applicant’s ability to provide letters of support also demonstrate that it has strong partnerships which are important in the sustainability of any project or program.

Letters of support should give an independent, unbiased perspective.  The letter should not be written by the applicant or anyone directly associated with the applicant, such as a Board member, administrator, executive, volunteer or staff person.  For example, if your organization is a school district, do not submit a letter of support written by the superintendent.  If you are a municipal agency, do not submit a letter of support written by the mayor.

Letters of support should be genuine and customized.  Do not write the same, exact letter on behalf of your supporters and have them sign a copy.  Ask each supporter to write his or her own letter providing relevant information and unique insight.

The Baseball Tomorrow Fund requires that each applicant provide two letters of support:  1) one letter written by a sponsor or donor, and 2) one letter written by an organizational partner.

Sponsors or donors are organizations or individuals that:

  • Have provided funding to your organization recently or in the past, especially a major grant or donation for a specific project.
  • Have provided annual or regular financial contributions or donations to your organization.
  • Have sponsored (i.e. give financial consideration or services/products in-kind for) your program or facility.

Examples include a foundation that awarded a grant for a previous project or a local business that has been a long-time sponsor to your league.

A partner is an organization or individual that works with your organization, such as:

  • An organization that benefits from your program or facility.
  • An organization that collaborates with your organization.

Examples include a youth service agency that uses your facilities or the municipality that maintains your field.

Need advice about what should be included in a letter of support?  Here are a few good resource articles we found online:

https://www.oakland.edu/upload/docs/SEHS/Development/Sample_Letter-of-Support.pdf

http://kern.org/grants/wp-content/uploads/sites/31/2013/10/Letters_Support_Commit.pdf

 

 

Celebrate Earth Day – Tips for “Green” Fields

The Baseball Tomorrow Fund would like to share some “green” techniques that will help you keep your fields beautiful and safe, while being kind to the environment.

From the BTF Archives…a Q&A with Larry DiVito, Head Groundskeeper for the Minnesota Twins at Target Field.

“Green” Field Maintenance

What is more environmentally friendly – natural grass or artificial turf?

That certainly is a tough question. Natural grass releases oxygen into the environment and absorbs carbon dioxide. In any urban or densely settled area, natural turfgrass can be considered, much like trees, as a positive element. However, well maintained grass does require irrigation. Likewise, grass also needs to be fed and mowed. Lawnmowers account for approximately 5% of air pollution produced by the United States. In addition, grass clippings in landfills release methane, a greenhouse gas. However, by maintaining your turfgrass with a sensible and balanced fertility program, you can help to control the rate of growth on your field, hence eliminating the need to throw away excess clippings. Mow on a consistent basis, without removing more than 1/3 of the leaf blade for each cut. In doing this, you may let the clippings fall back to the turf, which returns nutrients to the plant. In addition to being better for the environment, this method will save you the time and hassle of collecting and dumping your clippings.

Artificial turf has evolved a great deal in the past decade and has established itself with a strong presence in the athletic landscape of America; however, many types of synthetic turf available today do have some drawbacks. While synthetic turf seemingly saves water, the surface can get extremely hot. This has led to a trend of field managers having to water their synthetic fields in an attempt to cool them off. This is the environmental equivalent of letting your garden hose run straight into the gutter. The solution, of course, is not to practice or play at times when the surface is too hot, rather than waste water. Another drawback of synthetic fields that has come into light in recent years is their inability to neutralize bacterial contamination in the natural way that grass does. Recently, athletic field managers have begun using bacterial disinfectants as often as twice a month on synthetic turf.

In the end, which is better for the environment? That is up to decision makers and parents to decide. Each has its drawbacks and benefits. One must also consider the expected longevity of each. Synthetic fields that are heavily used do not have an infinite lifespan. Natural grass with a proper maintenance program can be overseeded for many, many years; giving the turf potential for a long life.

team_greening_programWhat types of products are available to those who
want to maintain natural grass fields in an environmentally friendly way? What are the pros and cons of these products?

There are more and more products coming into the turf maintenance marketplace every year that are friendly to the environment. More turf maintenance equipment is now available in an electric version, which reduces emissions. There are also dozens of organic fertilizers available. Another product is Turface, a heat treated clay that can absorb and hold moisture in your infield dirt, which will help you conserve water when maintaining your infield.

As with many consumer products, it can cost a little more to be “green;” however, using higher end products may cost more on the front end, but over time the results will pay off. For example, by using products with more slow release nitrogen, you can sustain healthy color longer and reduce your time on the mower.

Just one piece of advice: before you buy a product that markets itself as environmentally friendly, try and find out why and how it makes that claim.

In addition to product selection, what are some other ways to lessen the impact on the environment while performing field maintenance?

First of all, the responsible use of fertilizers is critical. Keep granular and liquid fertilizers from reaching hard surfaces where they will be washed into storm drains. When cleaning your equipment, wash it somewhere away from drains where chemicals as well as gasoline can be washed into a river or bay. Also, avoid applying granular fertilizer before any extremely heavy rain that could wash it into drains or catch basins.

The use of water in a thoughtful manner is also a critical part of running an environmentally friendly ballpark. To have quality infield dirt, you are going to need to soak it deeply from time to time. The best time to do that is late in the day or into the evening under the lights. The water you apply in later hours will not evaporate as quickly and you will use less water to achieve your desired result.

Another more important way to conserve water doesn’t cost you anything but your time. Setting your irrigation controller to water automatically for a fixed cycle 3 or 4 times a week may seem like a logical approach to field management. My approach is completely different. I make an educated decision each time I irrigate to apply a certain amount of water to specific zones on the field based upon many factors: weather, rate of evaporation, field use schedule and condition of the turf. All of these factors change daily. By manually programming my irrigation, I not only conserve water, I also give the field what it needs. It takes a bit more of your time to irrigate in this manner, but you will save a great deal of water every year and feel better about your field.

If a groundskeeper has a limited budget and wants to be environmentally conscious, what will make the greatest impact?

Two things that will give you a great field won’t cost you a dime. The first is a good work ethic. Field maintenance is something many of us in baseball enjoy, but there will always be times you are not motivated to work on your field. That is when you need to push yourself. If you get behind on things, you may never catch up. The goal is to stay ahead so that when factors you cannot control, such as weather, come into play, you are able to recover from those bumps in the road and move forward.

The second thing is the ability to work with your eyes open and understand the implications of everything you do. Each day on your fields, you make decisions both large and small that impact appearance, playability and the environment. Controlling the nutrients you apply to your field is directly related to your mowing schedule and water usage. Applying nitrogen high in salts increases your chance of tip burn and will increase your need for water throughout the soil profile. Too much quick release nitrogen means more time on the mower and potentially cutting too much turf at once.

What are the environmentally friendly methods of pest control?

By practicing integrated pest management (IPM), you can decide to be friendly to the environment. This means eliminating or minimizing the use of pesticides. Only extreme cases of disease or insect invasion would warrant the use of pesticides under an IPM program. The goal is to think ahead, proactively, and manage your turf responsibly to have natural resistance to pests and weeds. In doing so, you may have to accept that your turf will not appear as pristine as Seattle’s Safeco Field or Dodger Stadium. Television has raised the bar for turf appearance and it is not realistic to expect a heavily used community diamond to always appear perfect.

What environmentally friendly field maintenance practices have gained momentum recently?

One product mentioned earlier, Turface, will improve your infield dirt in a big way. In addition to helping you save water, it will help you play through more rain and increase player safety. When worked 2 or 3 inches into your dirt profile, Turface will occupy pore space, reducing compaction in the dirt. While doing so, Turface will hold onto moisture and reduce the amount of water you need to apply to your dirt to keep it safe.

A recent advancement in the area of fertilizer is stabilized urea nitrogen. This fertilizer contains Urease inhibitors that stabilize nitrogen in two ways. First, the urea does not escape into the atmosphere through volatilization. Second, another inhibitor minimizes leaching of the urea into the soil. This allows you to apply just the right amount of fertilizer and have it work for your turf and not be wasted by escaping to the environment.

If you could dispel one myth about field maintenance and the environment, what would it be?

One of the biggest misconceptions about field maintenance at the professional level is the idea that we are constantly throwing chemicals and pesticides onto our fields. By my third season in the minor leagues, I was comfortable enough in my ability to grow turf that I stopped using weed control altogether. Proper mowing, watering, feeding and overseeding will allow your turf to compete with weeds and keep them from developing on your field. (If, however, you do see some weeds, just grab a large screwdriver and pop them out of the ground rather than using a chemical product.) Being familiar with your field allows you to minimize pesticide use. For instance, rather than applying insecticide for grub control, know the history of your field and evaluate whether grubs are a big problem. Sample your soil in random areas. The occasional grub will not destroy your field and perhaps you can eliminate a pesticide application.

Do you have any final thoughts for those who care for youth baseball and softball fields?

One thing I can’t stress enough is the human element to all of this. Walking your field and constantly evaluating it will give you a daily image in your mind of what state your field is in. This can be accomplished when mowing as well. Instead of focusing on the music you are listening to while mowing, look closely at your turf and make productive use of your time.

By simply using common sense and caring about the small environment you maintain, you can in turn be a positive influence on the earth and the environment we all must share.

 

About Larry DiVito:

Larry DiVito began in professional baseball in 1995 as Head Groundskeeper of the AAA Pawtucket Red Sox. After seven seasons there, he moved on to become Grounds Crew Supervisor for the Los Angeles Dodgers, where he worked for four seasons. In 2006 Larry became Head Groundskeeper for the Washington Nationals and Major League Soccer’s DC United at RFK Stadium in Washington, DC.  Since 2009, Larry has served as the Head Groundskeeper of the Twins’ Target Field in Minneapolis, Minnesota.

BTF’s Field Construction & Maintenance Resource Guide

Advice

Musco Lighting, Inc.BTF Preferred Provider – http://www.musco.com/ASA12_1/images/commonQuestions.pdf

J&D TurfBTF Preferred Provider –  http://janddturf.blogspot.com/

Diamond Pro – BTF Preferred Providerhttp://diamondpro.com/ (Click on Resources)

The Toro CompanyBTF Preferred Providerhttps://www.toro.com/en/customer-support/help-center-turf-tips

Stabilizer Solutions – BTF Preferred Providerhttp://www.stabilizersolutions.com/downloads/

Penn State Center for Turfgrass Science – http://plantscience.psu.edu/research/centers/turf/extension/factsheets/athletic-fields

University of Missouri Division of Plant Sciences – http://turf.missouri.edu/stat/baseball/

American Sports Builders Association –  http://www.sportsbuilders.org/fields/articles.cfm

Sports Turf Managers Association Knowledge Center – http://stma.org/knowledge-center

SAFE Foundation – Field Safety Checklist Videos – http://stma.org/the-safe-foundation

Murray Cook’s Field & Ballpark Blog – http://groundskeeper.mlblogs.com/2012/02/27/tips-on-designing-a-professional-baseball-field/

 John Muir High School - After - March 2016 - 06

Professional Associations

Sports Turf Managers Association – www.stma.org

American Sports Builders Association – www.sportsbuilders.org

 

Publications

Sports Fields: Design, Construction, and Maintenance 2nd Edition – http://www.amazon.com/Sports-Fields-Design-Construction-Maintenance/dp/0470438932

Sports Field Management Magazine – http://www.sportsfieldmanagementmagazine.com/

 

 

 

Field Renovation 101: Making the Grade

 

From the BTF Field Construction Archives: Q&A with Bill Barkshire, Barkshire Laser Leveling (2009)

What is grading and where does it fit into the construction timeline of a baseball field?

Simply put, grading is the process of leveling a land surface to a desired or horizontal gradient by cutting, filling and smoothing. Proper grading starts during the design phase to ensure that the field is properly surveyed and staked followed by a properly constructed and leveled sub-grade. After the drainage system is installed and each layer of project-specified root zone materials is properly placed, the irrigation system is installed. Now is the time to complete the finish grading of the turf and playing surfaces. Sodding/seeding can begin at this stage while grading of skinned areas and tracks are completed to match turf.

How often should a baseball field need to be re-graded?petco2

If the ball field is correctly installed, the grade should hold for many years through proper maintenance. To maintain the integrity of the original grade, schedule your laser leveling contractor for yearly laser topdressing to float the surface to fill low spots and ware areas. Annual skinned infield laser grading is a cost effective way to also prevent lips from developing and fill low spots from heavy play areas around the position areas. This is a great time to add new material and/or amendments as well.

What is laser grading?

Laser grading is a process of smoothing materials or surfaces to a desired slope or tolerance through the use of a machine controlled leveling blade. Technically, a laser transmitter mounted on a tripod emits a thin beam of light that rotates 360 degrees creating a grade reference over the work area. The laser receiver, which is mounted on a mast attached to the leveling blade, detects the laser beam’s elevation and sends the information to an on-board computer which in turn sends signals to the hydraulic valve, which controls the lift cylinder(s) of the blade. The valve raises or lowers the machine’s cutting edge according to the signals, thereby maintaining correct elevation.

How does laser grading differ from regular/rough grading?

Laser grading uses machine control components to establish tighter tolerances for slope or finish grade while regular/rough grading typically uses manually controlled equipment to approximate grade to survey stakes or hubs. The term rough grading is sometimes used to describe grading of base or sub-grade materials by larger earthmoving equipment. We recommend laser leveling be used in all phases of the construction process from sub-grade to gravel to root zone materials. An ideal profile will have each layer evenly distributed throughout. Unfortunately, when the base levels are not laser graded, the root zone may vary up to several inches across the project area creating an uneven growing surface.

Why is laser grading important/recommended? 

Improved field agronomy, including control of thatch and fertilizer efficiency, can be achieved due to even distribution of irrigation, smoother mowing surfaces and proper drainage. A properly laser graded field will provide a smoother playing surface, decreased standing water, increased playability, fewer rain delays, decreased potential for injuries, fewer bad ball bounces, and reduced holes or settling in heavy play areas. Our clients regularly report that their fields are playable after heavy rains while their competitors are postponing play. Annual maintenance is needed to re-establish grade due to improper dragging practices and routine addition of amendment materials.

How much time is generally needed to complete laser grading?

Laser grading project timelines will depend on the scope of work, field conditions and the type and quantities of material being level. For planning purposes, we typically schedule 1 to 1 ½ days for a standard size skinned infield, while a full field renovation may take 1 to 1 ½ weeks. Down time for fields is very important to our clients so often we commit multiple operators and equipment to decrease the overall time needed. We have been known to work under the lights on professional fields to meet our client’s deadline. We don’t consider the project completed until all the edges are tied into the finished grade which often requires additional time for hand raking.

What type(s) of company provides laser grading services? 

While many landscape and construction companies offer laser grading services, specialty laser grading companies are experts in this process. We have operators that do this work daily and have developed the skills and techniques to achieve the best results. In our case, we found that equipment available for purchase did not satisfy our service standards. We designed and built a unique free floating system which produced tighter tolerances, compacted surfaces and was easy to maneuver into tight corners and small work areas. In addition, operators are trained to manually control the blade as needed to match existing hardscape such as drains or pathways.

What information is needed about the construction project and about the laser grading company before scheduling the service?

Ideally, the project will be fully defined as to budget, project specifications, scope of work, timeline, material types and quantities, and topography/survey maps. However, many renovation projects are requested by individuals unfamiliar with construction or renovation practices and the project is defined on the spot during a consultation with your laser grader. It is critical that your laser company be willing to consult onsite to establish the scope of work and material selection. Use a contractor that specializes in laser leveling to ensure the equipment and its operator are best suited to your project. Be sure your contractor is licensed and insured, familiar with materials, willing to coordinate delivery of materials with vendors in your area, and has sufficient experience in the business to provide referrals. Experience is the key.

How is the cost of laser grading determined? 

Often quotes are based on square footages to be laser leveled, however, depending on the scope of work; the price may be based on daily fees, hourly rates or price per infield. In addition, field preparation prior to laser leveling, such as rototilling/ripping may also impact the pricing.

Bill Barkshire of Barkshire Laser Leveling

Bill Barkshire of Barkshire Laser Leveling

Bill Barkshire

San Clemente, CA

info@barkshireleveling.com

http://www.barkshireleveling.com

Grant Writing 101: Budget Summary & Detailed Project Budget

BTF Online ApplicationBefore submitting a request to the Baseball Tomorrow Fund, thorough planning, fundraising and gathering of written cost estimates must be completed before the Detailed Project Budget and Budget Summary can be completed properly.  If a grant is awarded for a project, the grant amount and terms of the grant will be based on the information provided in these documents, so it’s important that the information provided is complete and accurate.

The following tutorial is offered to provide assistance to those completing the BTF Online Application and supporting documentation.

Budget Summary

Applicants must have at least 50% of the total project cost in hand before submitting a request to the Baseball Tomorrow Fund.  The Budget Summary is intended to provide a snapshot of the matching cash and in-kind funding for the project.  This document must be submitted with all requests to BTF.

EXAMPLE OF A BUDGET SUMMARY

Budget Summary

SUMMARY OF SECURED AND OUTSTANDING MATCHING CASH FUNDS

  1. “Funding Source”- list the funders or donors that have committed cash to the project.  You may group small donations from individuals or the proceeds of a fundraising event accordingly, such as “Individual Donors” or “Proceeds from April Fundraiser.”  Large donations from major donors or budget allocations should be listed individually, such as “ABC Foundation” or “Municipal Operating Budget.”
  2. “US Dollar Amount”- enter the amount of cash that is in hand or is expected from each funder.
  3. “Check(x) if Secured” – enter an “X” if the cash or an executed, written agreement from the funder is in hand.  Do not enter an “X” if your organization has not received the cash or does not have an executed, written agreement in hand.
  4. “If outstanding, expected decision date”- enter the month and year that you expect to have the funding or executed, written agreement in hand.

SUMMARY OF SECURED AND OUTSTANDING MATCHING IN-KIND FUNDS

  1. “Funding Source”- list the funders or donors that have committed in-kind funding to the project.  The definition of in-kind funding is donated labor, materials or services.  In other words, in-kind funding are donations other than cash.
  2. “US Dollar Amount”- enter the cash value of the in-kind funding secured or expected from each funder.  We suggest that you use a current cost estimate (i.e. the retail cost; how much you would have to pay in cash) for the labor, materials or service to determine the cash value.
  3. “Check(x) if Secured” – enter an “X” if the in-kind funding is in hand, in progress or if an executed, written agreement from the funder is in hand at the time of the request.
  4. “If outstanding, expected decision date”- enter the month and year that you expected to have the funding or executed, written agreement in hand or if the work is completed or in progress.

Provide realistic information:

  • Do not overestimate the amount of funding you expect to receive from a funder.
  • Do not indicate that funding is secured unless you have it or an executed, written agreement from a funder in hand.
  • Do not underestimate the amount of time it will take for funders to make funding decisions.

Detailed Project Budget

The Detailed Project Budget (DPB) is intended to show all elements (i.e. budget items) of the project and how each element will be funded (i.e. cash or in-kind, requested from BTF or funded with matching funds.)  The DPB should reflect the total amount in US Dollars to be expended for each budget item over the term of the grant, including other budget items related to the project but not covered by or requested from BTF.  The DPB is not intended to show specific funders for each budget item; therefore, do not list the sources of funding as budget items.  This document must be submitted with all requests to BTF.

 

EXAMPLES OF DETAILED PROJECT BUDGETS

 

DPB EUPDPB FIELD

“BTF Grant Share” – in this column, specify how much is requested from BTF for each budget item.

“Applicant’s & Other Share – Cash” – in this column, specify how much in cash is being contributed to each budget item from the applicant or other donor(s).

“Applicant’s & Other Share – In-kind (Cash Value)” – in this column, specify how much in-kind funding is being contributed to each budget item from the applicant or other donor(s).

When listing the budget items, provide the quantities and costs per item or description of the work to be completed.  Use good judgment when determining the level of detail.  See examples of budget item descriptions:

Budget Items Examples

WRITTEN COST ESTIMATES

  • Written cost estimates/quotes from vendors, retailers or contractors must be submitted to support the information in the DPB.  Each cost estimate must be dated and provided on the vendor/contractor letterhead or quote form.
  • Copies of retail webpages with pricing are acceptable for equipment and uniform items.

FIELD-RELATED AND CONSTRUCTION PROJECTS

  • If the project is a part of or contingent upon a large construction project, the DPB and Budget Summary should reflect the entire construction project.
  • Requests for field renovation and construction projects must include detailed specifications to describe the scope-of-work.
  • If the request is for the renovation or construction of multiple fields, please list budget items BY FIELD.

FINAL NOTES

  • Please refer to the BTF evaluation criteria for examples of budget items eligible for BTF consideration.
  • In the Budget Summary, do not include sources of funding that are not relevant to the project and that do not appear in the Detailed Project Budget.  The information in the Budget Summary and the Detailed Project Budget should be consistent.
    • For example, if the Budget Summary indicates a value of $42,000 of in-kind funding, the list of budget items in Detailed Project Budget should reflect $42,000 in in-kind.
  • Each row and column in the DPB must have an accurate total.
  • You may add rows to either form if needed or delete unused rows.  Do not delete columns in either form.

 

Grant Writing 101: A Picture Speaks a Thousand Words-Updated

Updated info now available regarding required photos for all field-related requests to the Baseball Tomorrow Fund!

BTF Today

If you submit a request to BTF for a field-related project, the submission of photos with the request is required to show the condition of the existing field, field maintenance capabilities and/or existing site for a new facility.  Photos of the playing surface are critical whether the request is for a field renovation, dugout construction, field lighting, etc.

Please refer to examples of photos required with all field and facility-related requests.

If the request is for an indoor facility or batting cage only (and does not include field renovations, construction, lighting, etc.), please attach 1-2 photos of the current facility or proposed site in the “Written Cost Estimate” section of the request.

To make this process easier for you to submit an effective request, please review this important information:

  1. One document (i.e. a pdf or Word document) with the photos may be attached to the request as opposed to multiple photo files…

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