So, your organization applied for a grant or solicited a donation from a local company, and a representative from that organization wants to sit down and discuss your request? This is good news for your organization…congrats! Here’s your chance to elaborate, clarify and show the potential donor that your organization is ready, willing and able to accomplish the goals set forth in your request. Be prepared and put your best foot forward!
The Baseball Tomorrow Fund conducts site visits with all organizations to which it seriously considers awarding grants. Once the meeting is scheduled, we provide the following in advance:
- an agenda
- a suggested list of attendees from your organization – all attendees should be well-versed with details of the project, the donor and request.
- a list of topics to be discussed or information needed in writing.
Upon conclusion of the visit, we rate the organization on the following areas:
- Expression by the applicant that the proposed project is intended to support its goal for continued growth of participation in youth baseball and/or softball.
- Decisiveness of the plan and/or answers by the applicant and representatives.
- Demonstration of professionalism, organization, preparedness by applicant.
- Cleanliness and apparent adequate maintenance of existing facilities and/or fields.
Most of the applicants for our funding have little or no experience in the grant making process. To provide assistance, we found the following articles that might be helpful:
Summer is around the corner and cutting the grass may even be on your to-do list this weekend. Mowing is one of the most important practices for maintaining a healthy turf. There are four main components to mowing: mowing height, mowing frequency, clipping disposal and mowing equipment.
- Optimum cutting height is determined by the growth habit and leaf width of the turfgrass.
- Narrow leaf blades that grow horizontally are usually mowed shorter. Examples are: bermudagrass and creeping bentgrass
- Upright-growing grass with wider leaf blades are usually mowed higher. Example is: St. Augustinegrass
- Repeated mowing below the recommended heights for each species is a primary cause of turf injury.
- Mowing frequency is determined by the growth rate and the utility of the grass.
- The growth rate is determined by species, time of year, weather conditions, and management requirements.
- Grass that receives repeated athletic use will need more frequent mowing.
- No more than 1/3 of the blade height should be removed per mowing.
- Grass clippings contain nutrients and organic matter that can be taken up and reused by the turfgrass.
- Grass clippings are generally not desired on athletic fields and golf greens, and therefore are bagged.
- Make sure to blow any grass clippings on sidewalks, driveways, or other hard surfaces back onto the grass as to avoid pollution.
- The two basic types of mowers : reel and rotary
- Reel mowers are used on grasses that require a low height of cut and are best suited for high maintenance, fine-bladed grasses (golf courses and athletic fields)
- Rotary mowers are best suited for grasses with mowing heights above 2 inches.
- Keeping blades sharp on every kind of mower is very important for the turf health.
Thanks to our friends at SportsTurf for providing this great insight. Read the full article and be sure to here. Be sure to scroll to the bottom for some great, very practical mowing tips.
To Current and Past Grant Recipients:
As we mark the 15th anniversary of the Baseball Tomorrow Fund (BTF) this year, we thank you for your continued support of youth baseball and softball in your community.
The BTF Board of Directors recently approved a new policy, the One Grant at a Time and Waiting Period Policy, effective immediately. This policy stipulates that BTF will award only one grant to an organization at a time with a two-year waiting period before a subsequent request will be considered. The purpose of this policy is to enable BTF to use grant outcomes, reporting and the demonstration of proper, on-going maintenance and operation of the programs and facilities to make well-informed decisions.
To summarize, BTF will require recipients that receive a BTF grant through our standard application process to complete the term of a grant, submit a final report and annual follow-up reports for at least two years before it will consider a subsequent funding request. Exceptions are noted for BTF/MLB Equipment Day and Field Maintenance Education Program grants.
You may review the complete policy at www.baseballtomorrowfund.com. Thanks again for your cooperation.
With the arrival of Spring comes the arrival of event season. From Opening Day Parades to Field Lighting Ceremonies, it’s all underway.
The Baseball Tomorrow Fund is lucky enough to be involved in a variety of events. We understand planning an event can be an overwhelming task, so we thought it may be helpful to have something to refer to when the details feel daunting.
1. Start with a vision – what do you want your event to look like? What image do you want to portray to the media and the guests who attend?
2. Determine where you’re going to host your event. At the ballpark? Inside the new batting cages? A parade down Main Street?
3. Determine a Run of Show. Write down a brief schedule of the event.
4. Create an invite to spark people’s interest. Request that people RSVP and then make a guest list.
5. Designate a photographer and a videographer.
6. Create and distribute a press release to your local outlets.
7. Promote the event on your social media profiles.
1. Arrive early to set up the event.
a. Test the sound system to make sure it works.
b. Do a mock run through.
2. Greet the media and tell them what to expect from the day.
3. Meet with the photographer and videographer. Give them a list of desired specific photos/video footage.
a. TIP: Try to ensure your organization/sponsor signage are visible for photo opportunities.
4. Upload pictures and status updates during the event to your social media profiles.
5. Enjoy the event!
1. Collect all photos and video.
2. Create a photo album and/or recap to post on your social media profiles.
3. Contact media to discuss details or photos they may need.
4. Search and save any articles that mentioned the event or your organization.
5. Make notes for yourself of what worked really well and what could be improved next time.
Events are a wonderful way to celebrate a new season, a completed project or ring in a new program. They are a lot of work but they always prove to be productive, joyous and memorable.
If your organization was rejected for a Baseball Tomorrow Fund grant or is planning to apply, please review this information to gain a better understanding of the most common reasons a request is rejected and for examples to strengthen your request.
KEEP IN MIND: The Baseball Tomorrow Fund (like all grant making organizations) select recipients that demonstrate strong leadership, professionalism, the ability to properly manage a budget, paperwork and oversee a project to completion. As in your job or at school, spelling, grammar, punctuation, organizational and administrative skills count! If your organization’s request is poorly written or incomplete, it does not reflect well your organization’s ability to manage a grant and reporting requirements, complete a project or sustain a program or facility. Take the time to proofread and get help from others before submitting a request.
Do you know your non-profit organization’s current tax-exempt status? Now is a good time to double-check. If your organization’s tax-exempt status was revoked, learn what to do.
For anyone in the process of writing a grant or considering it, this is an informative Q&A with a foundation expert. Great advice!
Now that the summer league season is over, we encourage all U.S.-based, youth baseball and softball organizations (as well as other small non-profit organizations) to confirm the charitable exemption status of your organization with the IRS.
According to the IRS website, “Although they are exempt from income taxation, exempt organizations are generally required to file annual returns of their income and expenses with the Internal Revenue Service. Beginning in 2008, small tax-exempt organizations that previously were not required to file returns because their gross receipts did not exceed a certain threshold may be required to file an annual electronic notice…In addition to required filings, a charity may have other ongoing compliance obligations.”
Therefore, if you have not checked recently, have not filed the appropriate returns (or don’t know if your organization has filed), don’t assume that your organization is still exempt!
Read all about the IRS requirements for charities and non-profits in the U.S. at http://www.irs.gov/Charities-&-Non-Profits/Exempt-Organizations—Required-Filings
The Baseball Tomorrow Fund application requires a copy of your IRS letter of determination, confirming the non-profit status of your organization. So, make sure your organization has a current copy before beginning the application process.
Know Your EIN
This is also a good opportunity to confirm your organization’s EIN (Employer Identification Number or Federal Tax Identification Number.) All U.S. organizations are assigned this number by the IRS.
At BTF, we require an EIN for all U.S. based applicants — whether the organization is a registered 501(c)(3) or tax-exempt organization, such as a municipality or school. This number is used as an applicant’s unique identification number in our database and is required before any grant award is approved or paid. Without a EIN, BTF will not process or evaluate a request.
The format of a Federal EIN is XX-XXXXXXX. If the number you have on file has more or less digits, it is unlikely to be a Federal EIN.
If you have never written a grant proposal but are considering it, we encourage you to do a bit of research and educate yourself on the basics before jumping right in.
The Foundation Center is the leading source of information about philanthropy. The Center maintains the most comprehensive database on U.S. and global grantmakers and operates research, education, and training programs designed to advance knowledge of philanthropy at all levels. The Center offers an excellent library for free webinars (in English and Spanish) covering topics including grant seeking basics, developing a proposal budget and fundraising planning.
Go to http://fdncenter.sharedby.co/links/LjLBC2 to learn more about grant writing, grant seeking and the world of philanthropy.
…but you can control how you maintain your field. The Baseball Tomorrow Fund helps organizations all over the world, which means at any given time the weather can be drastically different for our grant recipients. Take a look at a few quick tips on how to properly handle different types of weather.
-Always be aware of the forecast. It is vital to cover the mound and home plate areas when rain is predicted. Tarp should overlap the grass by eight inches.
-Just because it’s done raining, doesn’t mean the field is ready for play. Too much standing water can increase field damage and the risk of player injuries. Sometimes calling a game is necessary after rain.
-During periods of extreme heat, you must thoroughly water your turf and keep an eye on the depth of moisture saturation using a soil probe. If the water penetration is slow, it may be necessary to aerate.
-If you’re using artificial turf, be sure to water the field prior to using it to cool down the surface temperature – it can get very warm!
-If you are prone to winter weather, consider using a winter turf cover in the off-season. It not only protects your field from the elements, but also warms the soil and can help grass grow better and greener in the spring.
-Sometimes a simple shovel and teamwork is the best resource. Check out this article about the Colorado Rockies’ Groundkeeper Crew and what happens with the show must go on.