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Angeles Chapter's
Conservation Grants Handbook
Introduction
Purposes of Conservation Grants
Eligibility for Grants
Frequency of Grant Cycles
Resources Available
Suggestion for Amount
to be Requested
Restrictions on Grants
Limits Imposed by Executive Committee
Lawsuits
501-c-3 Funds
Compliance Review
Items Not Funded
Item Infrequently Funded
Applying for a Grant
Application Form
Brief Project Description
Project Budget
Help Available
Evaluation of Grants
Composition of Grants Committee
Examples of
Evaluation Standards
Notification of Approval
Time Limit
Allowable
Changes
Obtaining
Reimbursement
Pay Direct for Lawsuits
Pay Direct for Other 501-c-3 Organizations
Reimbursement to
an Individual or Entity
Reimbursement to a Vendor
Accounting for Chapter's
Non-Cash Resources
Required Report
Assistance for
Applicants
Grants to Groups
Applying for Grants from
Other Organizations
For More Information
List of Forms
Introduction
Sierra Club members, activists, leaders and friends
are aware, concerned, and deeply involved in environmental issues and
projects. The Executive Committee of Angeles Chapter provides the following
handbook for the purpose of informing all of the availability of conservation
grant funds and the rules that apply to the use of those funds. It is
the hope of the Executive Committee that knowledge of the Chapter's conservation
funds and how to use them will assist people in protecting and restoring
the wild places of the earth and the quality of the natural and human
environment.
I. What are the purposes of Angeles
Chapter's conservation grants?
The primary purpose of conservation grants is
to further the conservation objectives and priorities of the Sierra
Club within Angeles Chapter's boundaries as proposed by the Chapter's
activists and authorized by the Chapter's Executive Committee.
Grants may also be used to assist in international,
national and regional conservation projects of the Club, and to provide
for the development and execution of specific conservation strategies
and action programs authorized by the Chapter's Executive Committee.
Grants may be used to fund the activities of other 501-c-3 organizations
that contribute to the conservation goals and objectives of the Sierra
Club.
It is the intention of Angeles Chapter's Executive
Committee to use grants to encourage proper planning of the Chapter's
conservation campaigns and activities. Grant funded projects must be
authorized in advance of the actions to be taken. Grants are not to
be used as a method for reimbursing individual activists or entities
for projects that did not receive prior approval by Angeles Chapter.
II. Who is eligible to apply for a grant?
Anyone may apply for an Angeles Chapter conservation
grant. Priority consideration will be given to projects presented by
activists of Angeles Chapter and Sierra Club entities. Other 501-c-3
organizations may apply for conservation grants from Angeles Chapter.
III. How often are grants made available?
The Conservation Grants Committee reviews applications
and makes recommendations to the Angeles Chapter Executive Committee
three times each year. The three periods are called "grant cycles".
In the year 2006 for example, there will be three grant cycles and they
will be labeled 2006(1) for the first cycle of the year, 2006(2) for
the second, and 2006(3) for the third. Each grant cycle lasts four months.
The first cycle covers the months March, April, May and June. The second
cycle covers the months July, August, September and October. The third
cycle covers November and December of the current year plus January
and February of the following year. Funds are available to recipients
for one full year from the date the Chapter's Executive Committee approves
the grant request.
The first cycle of each year is intended to be
used as a "planning cycle" for campaigns and projects that can be evaluated
for the entire year. For planning purposes a large portion of the conservation
budget is normally allocated during the first cycle.
A small percentage of the total grants budget is
kept available for monthly distribution to projects that have "short
notice" requirements.
IV. How much money is available?
The amount of funding varies. Typically Angeles
Chapter allocates between $150,000 and $200,000 per year for conservation
grants. Of that amount, 85% or between $127,500 and $170,000 will be
distributed in three grant cycles during the year. To encourage planning,
a larger portion of the funds may be made available in the first trimester
or grant cycle.
15% of the total annual allocation or from $22,500
to $30,000 will be set aside for short-notice (monthly) distribution.
Important: Requests for both regular cycle and short-notice grants must
be submitted in writing using Angeles Chapter's grant application.
How much money should
applicants request?
In the past, the majority of the allocations granted
have been from $500 to $2,500. A limited number of grants have exceeded
$4,000 and a very few grants have exceeded $10,000. Applicants who keep
requests within the average funding range will make their applications
more competitive.
Note that funds for Angeles Chapter's conservation
grants are most frequently distributed in the form of reimbursements.
V. Are there restrictions
on conservation grants?
A. Restrictions imposed by the Executive
Committee
During consideration
by the Grants Committee and the Chapter's Executive Committee, specific
restrictions may be placed on the funds. For example, a stipulation
might be made that no more than $50 of the Chapter's funds will be
spent on refreshments for a particular project. Restrictions are to
be published in the Executive Committee's resolution authorizing grants
each trimester or in the month the money is allocated if the grant
is made for a short-notice request. Recipients of grants are responsible
for being aware of and respecting all restrictions listed by the Executive
Committee and those listed in this document.
B. Restrictions
that apply to grants for lawsuits
- A grant request for funds for a lawsuit in which the Sierra Club
will be a litigant requires prior approval of the lawsuit by the
Club's national Legal Committee and the Angeles Chapter Executive
Committee. Before grant funds will be committed by Angeles Chapter,
the national Legal Committee must agree that the Club will be a
litigant. Obtaining the national Club's approval can be a time consuming
process and applicants, especially first-time applicants, are advised
to schedule accordingly. Applicants must allow time (at least two
full weeks) for the national legal staff to examine the merit of
the proposed suit and to research the probability of winning the
proposed suit. The process for enlisting the Sierra Club as a litigant
begins with completing the Club's New Matter Form. A copy of the
New Matter Form is available from the Chapter's Conservation Coordinators.
A request for sponsorship of a lawsuit
by Angeles Chapter must include a litigation budget and a provision
for a "cap" or maximum amount of financial obligation on the part
of Angeles Chapter. Proponents of the lawsuit must be prepared to
specify the "cap" and verify that the Club's attorney and any co-litigants
in the proposed suit agree to the amount of financial obligation
to be incurred by Angeles Chapter.
- A grant may be requested for funds to contribute to a lawsuit
in which the Sierra Club will not be a litigant. Such contributions
require approval by the national Club. Angeles Chapter will not
contribute more than $2,000 to a lawsuit in which the Sierra Club
is not a litigant. The $2,000 amount is not renewable. It is the
total that the Sierra Club will allocate for the duration of that
lawsuit.
- Grant funds may be requested for the preparation and filing of
an amicus brief or a friend of the court letter for a lawsuit in
which Sierra Club is not a litigant. Because the Club's name will
be attached to the brief or letter, as with a lawsuit in which the
Sierra Club is a named litigant, the brief or letter must be reviewed
and receive a favorable recommendation from the Club's national
legal staff and Legal Committee before the Chapter will allocate
funds to have it prepared and filed. Angeles Chapter will not contribute
more than $500 for the preparation and filing of a brief or letter
in support of a lawsuit in which Sierra Club is not a litigant.
C. Restrictions that apply to 501-c-3 funds
- Nearly all of the money available for Angeles Chapter's conservation
grants is 501-c-3 funding. This kind of money is also referred to
as "soft money", "c-3 money", or "Foundation money". 501-c-3 is
a section of the Internal Revenue Code that defines charitable organizations
and activities that can be supported with contributions that are
tax deductible.
- Most of the Angeles Chapter's 501-c-3 funds are obtained by applying
to The Sierra Club Foundation, TSCF for reimbursement. TSCF or "The
Foundation" is a non-profit, charitable organization that is separate
from the Sierra Club. TSCF is exempt from federal income tax; it
engages in educational, religious, scientific, or other charitable
activities (environmental); and contributions or grants by individuals,
foundations, or corporations to TSCF are deductible for federal
income purposes.
- Because they are separate organizations, and both are governed
by federal tax codes, the Sierra Club must apply to TSCF for money
to reimburse expenses of Sierra Club projects that qualify as tax-deductible
activity expenses. 501-c-3 money must be used only for charitable/educational
purposes, and these purposes must be carefully documented in order
to be reimbursed with these funds.
- Some examples of conservation activities that may use tax-deductible
funds:
- Administrative Advocacy/Conservation Action
using existing laws to protect the natural and human environment
for the public
- Public Education Projects or Publications
which do not advocate a specific legislative proposal
- Newsletters that are considered educational
and not propaganda or lobbying
- Research including the investigation and
preparation of facts for objective analysis
- Public Interest Litigation
- Public Events, Meetings and Seminars By agreement
with TSCF, 501c-3 funds will not be used to train people in
lobbying skills, even when there are no instructions or information
about a specific lobbying campaign.
- Grants to charitable 501-c-3 organizations
whose work furthers the mission of TSCF
- Some examples of activities that may NOT use tax-deductible funds:
- Most lobbying
- Fundraising events and activities
- Membership drives or events
- Many kinds of trainings, especially those that include increasing
lobbying or political skills
- Administrative costs, including organizational meetings
- Office equipment, (letterhead) or other
stationery, operating expenses
Note: For a more complete explanation of the differences
between 501-c-3 and 501-c-4 funds, review a copy of "Making the Money
Work". That document is available from the Chapter's Conservation Coordinators.
D. Compliance review restrictions
- All printed or published materials generated using conservation
grant funds must be approved by the national Sierra Club's compliance
officer prior to the production of those materials. All materials
including; buttons, bumper stickers, flyers, mailers, newsletters,
postcards, public service announcements, yard signs, web site postings,
etc. must be reviewed to insure the Club's compliance with the federal
tax code 501-c-3 and to insure that reimbursement from Foundation
grant funds will be possible.
- Grant recipients may submit items for national compliance review
by emailing to compliance.review@sierraclub.org
or the items to be reviewed may be brought to one of the Conservation
Coordinators at the Chapter Office for forwarding to the national
compliance officer. Allow five working days for completion of compliance
review.
- A hard copy of the compliance approval is required documentation
for a grant reimbursement for any printed or published material.
- In order to be eligible for compliance review materials must:
- "Further the mission of the Sierra Club Foundation."....."The
mission of the Sierra Club Foundation is to advance the preservation
and protection of the natural environment by empowering the
citizenry, especially democratically-based grassroots organizations,
with charitable resources to further the cause of environmental
protection. The Sierra Club is the vehicle through which the
Sierra Club Foundation generally fulfills its charitable mission."
- Be intended to educate the public and/or be litigation in
the public's interest or be a contribution to another charitable
organization whose mission is similar to that of The Sierra
Club Foundation.
- Not contain any direct or indirect lobbying on legislative
issues, membership solicitation, Sierra Club business, Sierra
Club fundraising, political information (including electioneering)
or voter education materials.
For more compliance information, email compliance.review@sierraclub.org,
or refer to the clubhouse extranet, and search under compliance.
E. Items Angeles Chapter will not fund
- Angeles Chapter will not fund a project that is illegal (including
trespassing).
- Angeles Chapter will not pay for alcoholic beverages. This does
not mean alcohol may not be served at Club-sponsored events.
F. Items Angeles Chapter does not
often fund
-
Angeles Chapter is reluctant to pay for food at events, although
incidental expenses for refreshments may be allowed. Such expenses
are expected to be minimal and must be specifically
noted as approved by the Chapter's Executive Committee.
-
Angeles Chapter does not reimburse participants for meals consumed
while representing the Club at official or unofficial functions
unless permission has been requested and is noted in the grant
as authorized by the Executive Committee.
-
Angeles Chapter rarely funds staff positions for individual projects.
-
Angeles Chapter may grant "seed money" for fundraising projects
associated with conservation campaigns. Fundraising is conducted
with (non-grant) 501-c-4 money.
-
In special instances Angeles Chapter may grant a limited amount
of money for certain kinds of training. Most training is conducted
using (non-grant) 501-c-4 money.
VI. How does one apply for a grant?
-
Applicants should be familiar with "The Sierra Club Campaign
Planning Matrix" organizing model. Parts of the grant application
are taken from the Planning Matrix. Copies of the Campaign Planning
Matrix are available in the Chapter office.
-
Applicants must complete the Chapter's
Grant Application Form. The application is available in hard copy
and as a Microsoft Word document, the preferred format. The Grant
Application Form can be obtained from the Chapter Conservation
Coordinators. Out-of-date application forms will not
be accepted.
-
Applicants should first supply a succinct and specific project description of no
more than three sentences. The project description will be useful
later in the process when compiling documentation for reimbursements
(see Section XI). Following the brief project description, applicants
should elaborate, being specific and expansive in explaining the
"who, what, where, when, why, and how" of the project
-
Applicants must include a budget
for the project. This portion of the application is extremely
important. Applicants are expected to tell the Conservation Grants
Committee how the Club's money will be used and to list other
sources of funds to enable the Committee to evaluate whether or
not the proposed project can be accomplished.
-
Applicants are encouraged to ask for help. Prior
to the submission deadline the Chapter's Conservation Coordinators
are available to answer questions, to review applications, and
to make suggestions for the purpose of increasing the applicants'
success.
-
Applicants are encouraged to read the rules governing Angeles
Chapter's grant process and to attend a Conservation Grants Committee
meeting to observe how the process is used and how applications
are evaluated.
- VII. How are the applications
evaluated?
-
Written proposals are submitted to the nine-member Conservation Grants
Committee that meets three times each year for the purpose of reviewing
and recommending funding of the proposals to the Chapter's Executive
Committee.
-
- The
Conservation Grants Committee is comprised of the following
officers of the Chapter's Conservation Committee: Chair, Vice Chair,
Newsletter Editor, and Secretary plus other members chosen by the
Grants Committee Chair. No member of the
Conservation Grants Committee may participate in evaluating a grant
proposal to which he/she is a primary contributor (author). Reviewers
and other decision makers must always be in compliance with Sierra
Club's "Conflict of Interest Policy".
Members
of the Grants Committee evaluate funding requests using a number
of standards. The
most important considerations are how well the proposal is designed
to fulfill a priority conservation goal of Angeles Chapter (or another
major conservation goal) and whether or not the project is well
planned and capable of being accomplished. Additional evaluation
criteria used by the Grants Committee include:
- Whether or not there is a precedent-setting situation of local or
regional significanceWhether or not the proposed grant will save future
expenditures ("pay me now or pay me more later")
- Whether or not the proponents of the campaign or action have requested
a reasonable portion of the overall conservation funds available to
the Chapter
- Whether or not the proponents of the campaign or action are prepared
and able to raise funds from other sources
- Whether or not the campaign or action will yield a proportional benefit
to the Chapter/Club ("bang for the buck")
-
Applicants may view the Angeles Chapter website, www.angeles.sierraclub.org
to review projects that are currently being funded with conservation
grants.
- The trimester evaluation meeting, like all Club activities, may
be attended by Sierra Club members and other invited guests. Applicants
may be asked to clarify or provide more information to members of
the Grants Committee. Those attending should not expect to make presentations
or to advocate for their proposals.
- The Grants Committee's recommendations are reviewed by the Conservation
Committee and receive final approval by the Chapter's Executive Committee.
Grants recipients must agree to abide by Club
rules and stipulations indicated by the Chapter's Executive Committee.
It is the expectation of the Chapter's Executive Committee that
publications funded by Angeles Chapter will credit the Chapter as
a contrbutor.
- VIII. When will the applicant receive
notification of approval or denial of a grant?
-
Notification of whether a grant was approved in full, partially approved,
or denied, will be issued in writing by the Chapter's Conservation
Coordinators soon after final approval of recommendations by the Executive
Committee. Notification will usually be received within a month of
the Conservation Grants Committee's evaluation meeting, or 6-8 weeks
after the submission deadline.
-
If a grant is not approved, the applicant may request feedback. The
applicant may also reapply in a future grant cycle.
IX. Once granted,
how soon must the money be used?
- Angeles Chapter expects funds granted will be spent on the project
as approved by the Chapter's Executive Committee within one year of
the date the funds are approved.
X. If
circumstances warrant, are changes allowed after the grant has been approved?
- Some changes may be allowed. A request for a change must be authorized
by the appropriate committee before funds are spent on the proposed
change. A "Request for Change Form" is available from the
Chapter Conservation Coordinator(s).
-
A request for a minor change in a project must be authorized
by the Grants Committee before funds are spent. A completed Request
for Change Form must be submitted to the Grants Committee and
will usually be approved or denied within 30 days of the request.
A minor change is defined as one that meets all of the following
qualifications
- Is not prohibited in the grant's authorization document
- Does not change the overall purpose for which funds were granted
- Does not require the re-direction of more than $1,000 already
allocated
- Does not add to the amount of money being requested from the
Chapter Approval of a minor change does not require consideration
by the Chapter's Executive Committee
B. A request for a significant change in a grant-funded project must
be authorized before funds are spent. A completed Request for Change
must either be submitted to the Grants Committee for evaluation as
part of the next trimester's grants cycle or must be submitted to
the Grants Committee as a short notice request. Short notice requests
have limited funds available and are distributed monthly. Major changes
that do not require short notice consideration will be evaluated along
with new funding requests during that cycle and may take up to 90
days to receive final approval or denial by the Executive Committee.
C. Timing. It is expected that grant funds will be used within one
year of the date they are authorized.
-
In some instances an extension may be granted. An extension
must be requested in writing. Following an evaluation by the Conservation
Grants Committee, the Chapter's Executive Committee will approve
or disallow extensions of funds in excess of $1,000. If the application
for an extension is for $1,000 or less, the Conservation Grants
Committee will consider and grant or deny the request.
-
In the event that circumstances change and the recipient of
a grant becomes aware that grant funds can not be used as intended
or within the one year limit, the recipient should notify the
Conservation Grants Committee as early as possible to allow the
Committee to authorize amending the grant or reallocating the
funds to another project.
XI. How
does a grant recipient obtain reimbursement or get a bill paid?
Applicants should be prepared to provide more documentation than is
required by other organizations for similar expenses. Because of its
special status the Sierra Club is subject to more scrutiny than other
organizations.
There are several methods used by Angeles Chapter to pay bills and
reimburse individuals for money spent on grant-funded projects.
-
The pay-direct method
is used to send funds directly to attorneys and others who have
provided legal services in a public interest lawsuit. The grant
recipient must forward the attorney's bill and a completed form
"Reimbursement Request for Grant Allocation" to the Chapter Coordinator
to initiate payment. See item VI-C above and use the brief project
description in the documentation.
-
The pay-direct method is also
used to send allocations to other 501-c-3 organizations.
The grant recipient must provide the Chapter Coordinator a completed
"Reimbursement Request for Grant Allocation" form, accompanied by
information verifying the other organization's 501-c-3 status. See
item VI-C above and use the brief project description in the documentation.
-
The
reimbursement to an individual (or to an entity)method
requires the grant recipient to complete a "Reimbursement Request
for Grant Allocation" and attach original receipts for expenses,
and a description or other indication of both the authorization
and the execution of the project for which reimbursement is requested.
If the reimbursement is for printed or published material, a copy
of the compliance authorization must be provided. See item V-D above.
Also see item VI-C above and use the brief project description in
the documentation
-
Re-distributions of the Chapter's
non-cash resources such as staff time, metered postage,
paper and other supplies, are to be accounted for and the tally
submitted to the Chapter Coordinator for tracking of expenses. As
in all methods, see item VI-C above and use the brief project description
in the documentation.
XI.What
report(s) must be filed? When? With whom?
At the end of the one year limit placed on the grant or earlier if
that is when the proposed activity is complete, the grant recipient
is required to file a report with the Conservation Grants Committee.
The report must verify that the money allocated was spent on the project
as approved and within the time specified. The report should also provide
the Conservation Grants Committee feedback regarding the process used
to distribute the Chapter's funds. Applicants who do not file a report
at the end of the project will not be eligible to receive funds in subsequent
grant cycles.
XIII. Is help
available for writing a grant application?
As noted above, the Chapter's Conservation Coordinators are available
to assist applicants in submitting proposals. Applicants are encouraged
to begin early to develop proposals and are urged
to make use of the Coordinators' service. A
sample (completed) grant is available from the Chapter's Conservation
Coordinators.
Some of the help available includes:
- Planning a campaign using the Campaign Planning Matrix
- Understanding the application form
- Developing a budget
- Selecting and preparing appropriate attachments
- Understanding the Conservation Grants Process
- Answering other questions applicants may have
- Assistance in preparing a final report or an interim report
XIV. What are Grants to Groups?
"Grants to Groups" is a category within the annual
budget of Angeles Chapter. An allocation has been set aside to assist
the Chapter's Groups in building their effectiveness. The allocation
is used to reimburse groups for the cost of the portions of their local
news that meet 501-c-3 requirements and postal regulations and the Chapter's
policy requiring distribution to all members of the Group without cost
to its members. "Grants to Groups" funds pay for local Group news to
be inserted in and distributed by "The Southern Sierran". Grants to
Groups are not administered by the Conservation Grants Committee, but
rather by the Chapter's business office in conjunction with the Communications
Committee.
- XV. What rules apply to
obtaining a grant from an organization other than Angeles Chapter (Club
or non-Club source, including the Friends of Angeles Chapter Foundation)?
- If a committee, group, section, task force or other entity of
Angeles Chapter intends to apply for a grant from a funding source
other than Angeles Chapter, the entity must first submit its request
to the Chapter's Executive Committee which will give or deny permission
to apply to the outside funding source.
- The Angeles Chapter Executive Committee may by majority vote
delegate the authority to approve the application for or request
for renewal of a grant requested from a funding source other than
the Angeles Chapter.
-
- The Standing Rule regarding conservation grants was approved by the
Executive Committee of Angeles Chapter 03/23/03.
If you have questions regarding Angeles Chapter's Conservation Grants
or need help in applying for a grant, please direct your inquiries or
requests to:
List of Forms:
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