School Based Nonprofit Youth Grant Program

Community Services Director Maureen Herndon Phone 301-258-6398 x 1 Fax 301-258-6328 Email mherndon@gaithersburgmd.gov

Due Friday, January 25, 2013 by 4:00 p.m. 

Established by the Mayor and City Council, the Educational Enrichment Committee (EEC) assists in meeting the diverse educational needs of students in the City of Gaithersburg through the supplemental City funding of school program initiatives.  Made up of education professionals, business communityrepresentatives, PTA and cluster volunteers, interested civic minded citizens and City staff, the EEC recommends program funding to the Mayor and City Council each fiscal year.  The Committee reviews grant applications for both the annual School Grant Program and the School Based Nonprofit Youth Grant Program. 

General Overview 

1. Eligibility Requirements 

   501(c)(3) nonprofit agency providing school based youth programming in City high schools or middle schools with 10% or more City of Gaithersburg residents.  All programs must be conducted with school approval and in collaboration with the host school.  Participation in the City of Gaithersburg Youth Opportunities Coalition is required. 

2. Program Goals & Mission 

   The primary goal of the City of Gaithersburg Educational Enrichment Committee grants programs is to support the implementation of improved educational processes and student development programs that have measurable results and support these key strategies: 

   • Promotion of academic enrichment for students; 
   • Promotion of positive school environments that are conducive to learning; 
   • Promotion of parent and community involvement in the schools; and 
   • Promotion of mentoring and student support programs that enhance student well being. 

3. Application Deadline 

   For each grant request, a completed original application plus 13 copies must be received at the address below by 4:00 p.m. on Friday, January 25, 2013.  You also have the option to submit a hard copy original application and one digitally. We encourage hand delivery of the application packet. 

   Hand deliver to:	Maureen Herndon, Community Services  (office is in the Wells/Robertson House across the parking lot of City Hall)  1 Wells Ave.  Gaithersburg, MD 20877
   Mail to:	Maureen Herndon, Community Services  City of Gaithersburg  31 South Summit Ave.  Gaithersburg, MD 20877

4. Contacts 

   If you have any questions concerning the Educational Enrichment Committee or the School Based Nonprofit Youth grant program, contact Maureen Herndon - 301-258-6395 x 1 or mherndon@gaithersburgmd.gov, or Sandra Dawson - 301-258-6395 x 4 or sdawson@gaithersburgdmd.gov. 

5. Application Completion Requirements 

   • Complete the attached application form using a typewriter OR complete the online form at www.gaithersburgmd.gov/communityservices.  You will need to submit the application electronically to CSGrants@gaithersburgmd.gov and print it for your records and for hard-copy submission. 
   • A separate application is required for each grant program request. 
   • All questions must be answered. Write “N/A’ when a question is not applicable. 
   • The application must be signed by the Nonprofit Executive Director and the School Principal. 
   • The program budget information must be complete. 
   • Submit the original signed application and 13 stapled copies. 

6. Application Review 

   Once a completed grant application has been received by the required deadline, the EEC will review the application for accuracy and completion.  The requestor will be contacted to clarify any questions about the application prior to the Committee’s recommendation to the Mayor and Council.  The Committee will convene in February to rank each application using a systematic scoring system. The Committee’s recommendations are subject to final approval by the Mayor and City Council.  Applicants will be notified by mail of the date when the EEC will present its grant recommendations to the Mayor and City Council and applicants are welcome to attend and participate in the Mayor and City Council budget review session. 

7. Scoring Categories 

   The EEC will score all completed grant applications using the following criteria: 

   • A clear description of the program’s goals and mission 
   • Measurable program outcomes and outputs 
   • One or more of the School Grant Program goals are met (see Section 2 above) 
   • Application and budget completeness and clarity 

8. Funding Approval 

   Formal funding notification letters will be sent following the adoption of the FY14 Budget, along with contracts, current City street listing and quarterly reporting forms.  The Executive Director and School Principal will need to return the two signed and witnessed copies of the contracts.  Quarterly invoices and reporting will be required for grantees awarded funds. The funding cycle will be from July 1, 2013 - June 30, 2014. 

9. Grantee Responsibilities 

   Grant recipients must acknowledge the support of the City of Gaithersburg in any publicity, printed materials or announcements concerning the funded program.  Recipients will allow the EEC to share any program related information with other schools in an effort to promote “bestpractices.” 

Forms below are provided in Adobe PDF format:

• School Based Nonprofit Youth Grant Application (PDF format)
• School Based Nonprofit Youth Budget Form (Microsoft Word Document)
• School Based Nonprofit Youth Budget Form (PDF format)
• Gaithersburg Resident Street Listings (PDF format)

NOTE: These forms are provided in PDF format and can be viewed with the Adobe Acrobat Reader. This format will enable you to view a document as it appears in print. If you do not already have the Adobe Acrobat Reader installed follow the link above to Adobe's free download area.