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HomeMy WebLinkAbout05(H) - Authorize Prior Lake Rotary Signature Project Grant Application for the Lakefront Park Playground Project Report ROUND 2 / FINALIST APPLICATION This document must be completed by April 10, 2024, and returned to: Laurie Hartmann, Email: hartmannlaurie4@gmail.com Congratulations! Your project has been selected as a finalist for the Prior Lake Rotary Club’s Signature Project award. This award would not be possible without Prior Lake Rotary’s Lakefront Music Festival which our club initiated and successfully hosted for 13 years. The festival has been well-supported by our community and its success has created many opportunities for charitable giving. The Rotary Signature Project contribution of up to $1 million will be our largest donation to date. We owe much of the success to the thousands of volunteers working thousands of hours over the years and that is why the Prior Lake Rotary will be awarding this generous grant to a deserving organization in the Prior Lake community. Our Signature Project team has been working hard for the past year in developing criteria for projects to be considered, hosting information sessions open to the community and keeping the Prior Lake Rotary Club informed about our progress. We were delighted to receive more than a dozen applications. A Prior Lake Rotarian “champion” will be assigned to your project to answer questions related to completing this application and provide guidance in preparing for the Shark Tank-style community presentation that will take place in May and be open to the public. Members of the Prior Lake Rotary Club will then be making the final decision on which of the six projects will be the recipient of Signature Project funding. Please note that as a finalist, you will be required to sign a contract with Prior Lake Rotary that outlines expectations and legal requirements related to release and use of funds and stipulations if the project that is chosen is not completed within the designated time period. Thank you for being part of Prior Lake Rotary’s mission of Doing Good, Serious Fun! Laurie Hartmann, Prior Lake Rotary Signature Project Chair Signature Project Team Rod Ammerman, Matt Fulton, Michelle Jirik, Vic Noer, Manny Perez and Jason Wedel ROUND 2 / FINALIST APPLICATION PROJECT GOALS It is imperative that the winning project: ● Be successful. ● Contribute to the community in a meaningful and visible way. ● Be sustainable into the future. ● Be implemented in partnership with Prior Lake Rotary. ● Provide on-going recognition to Prior Lake Rotary for their role in making it happen. The Round 2 grant application will contain some of the same inquiries as the first. Feel free to use your previous answers where applicable. Please be complete in answering all questions. ● Provide as many facts and details as possible. ● Quotes and financial bids are preferable to general estimates. It is expected of all finalists to provide accurate data in order to be considered for funding. ● Architectural plans and/or exhibits are required to illustrate the proposed project. We are asking you to provide a significant amount of information by April 10, 2024. You may use spreadsheets to document timelines, financial data, partnerships and general information as it relates to your project. PDF copies of documents (official financial estimates, architectural drawings, planning documents, etc.) that support the information you provide should be submitted with this form. GENERAL INFORMATION Your Project Title: EXECUTIVE SUMMARY Please write an executive summary about your project, not to exceed 1000 words. Total project cost estimate: Funds are being requested for (check all that are appropriate with percentage of award noted): ________ General operating support ________ Construction costs ________ Capital/land ________ Project/program support ________ Technical assist ________ Other Anticipated project completion date of project if work commences in the summer of 2024: ROUND 2 / FINALIST APPLICATION YOUR PROJECT TEAM Name of your organization: Organizational structure, i.e. public, private, affiliated with other organization(s): Total annual organizational budget: Is your organization an IRS 501(c)(3) not-for-profit? ● If no, is your organization a public agency/unit of government? ● If no, please list the name and address of the fiscal agent overseeing your project. Provide the names, titles/roles (if applicable), emails, phone numbers and mailing addresses for the key members of your project team. Indicate who is the primary contact. We need to assess your ability to complete this project and manage it post implementation. We are interested in the skills and experience of your team. In a few short sentences, describe your team: ● During the phase 2 application ● During project implementation ● After project implementation ROUND 2 / FINALIST APPLICATION COMMUNITY IMPACT Prior Lake Rotary wants this project to have a significant impact on our community. We would also like to bolster the awareness of Rotary in the community and be acknowledged for Rotary’s contributions. Please provide the following information: Population served: Who would benefit most: Estimated number of people who will be positively impacted: Describe the emotional case for why this project is needed in Prior Lake: Describe the fact-based case as to why this project is needed in Prior Lake: In no more than three sentences, describe the community impact your project will have on Prior Lake. Geographic area served: How will the project acknowledge Rotary’s involvement? ROUND 2 / FINALIST APPLICATION ROTARY’S AREAS OF FOCUS Place a checkmark next to each Area of Focus that your project addresses and explain how in the area below each checked focus area. Peacebuilding and Conflict Prevention Rotary encourages conversations to foster understanding within and across cultures. We believe when people work to create peace in their communities, that change can have a global effect. Water, Sanitation, and Hygiene Clean water, sanitation, and hygiene education are basic necessities for a healthy environment and a productive life. Basic Education and Literacy Our goal is to strengthen the capacity of communities to support basic education and literacy, reduce gender disparity in education, and increase adult literacy. Environment We are committed to supporting activities that strengthen the conservation and protection of natural resources, advance ecological sustainability, and foster harmony between communities and the environment. Community and Economic Development We support projects that enhance economic and/or community development and create opportunities for productive work and play for young and old. Maternal and Child Health Rotary makes high-quality health care available to vulnerable mothers and children so they can live longer and grow stronger. Disease Prevention and Treatment Rotary educates and equips communities to stop the spread of life-threatening diseases. ROUND 2 / FINALIST APPLICATION PROJECT BUDGET Important for all applicants: Prior Lake Rotary’s release of funds will be based on timeline of financial needs outlined in this document and verified throughout the completion process. Release of funds will correspond with the project’s progression toward completion. Funds will not be released in one total sum. In the event the project chosen for funding is not completed, Prior Lake Rotary reserves the right to pursue claim of project assets up to the amount of all monetary funds provided to date to the winning applicant. Please provide detailed financial estimates on a separate spreadsheet for the following: ● For our definition, a line item should be any individual item or like items (grouped together) that exceed $5,000. ● Since the funds can come from multiple sources, indicate the amounts projected to come from Rotary, along with other sources. Identify other funding sources for individual line item in the comments portion, as well as the current level of commitment that has already been secured for those funds. ● Where possible, there should be contractor/vendor quotes for each item. If a contractor/vendor quote was not obtainable, indicate that the item is an estimate and provide the basis that was used to derive the estimate. ● Every contractor/vendor quote should be referenced in your spreadsheet and submitted with your application. It is fine to assign a name or code to the quote, write it on the quote and reference the name or code in the spreadsheet. ● Local sourcing is preferred. If retailers are used, a screen copy with the item details is sufficient. ● Consider separating commissions or fees out from the item. Once identified, your Rotary mentor may be able to assist in getting those fees reduced.  Please provide a cash flow analysis indicating when the funds will be required. If fund categories are required over an extended period of time, include that information on the spreadsheet. ROUND 2 / FINALIST APPLICATION ADDITIONAL PROJECT PARTNERS, FUNDING SOURCES, ONGOING REVENUE The project chosen as Prior Lake Rotary’s Signature Project will receive between $750,000 and $1 million, depending on documented project costs. Release of funds will correspond with the progression towards completion. If your project is projected to cost more than $1 million, documentation is needed as to where additional funding will come, along with how your project is sustainable once completed. A separate spreadsheet should be used for providing more detail on the following: ● Project partners, including those that will donate labor, consulting, or materials. ● Funding sources that are pledging cash donations that will be used in paying expenditures. ● Ongoing revenue sources that are expected to be derived from the project. ● Future recurring expenses (i.e., maintenance, personnel, utilities, supplies, insurance) that are anticipated once the project is completed, along with future cashflow that is projected to ensure your project is sustainable in perpetuity. Be sure to tie these additional resources to the project budget and timeline. Describe each additional project partner and what their contribution will entail. List any contingencies or restrictions these partners have placed on their contributions. Describe each additional project funding source, the amount they have pledged, and the expenditure target. List any contingencies or restrictions on each of these funding sources. We strongly recommend that you get a signed agreement or contract with each funding source. If you have these, please submit them with your application. Describe all revenue sources, amounts anticipated and the steps that are required to realize the revenue needed to meet expense requirements. Allow adequate time for permit and license application approval. Be sure this information ties into your spreadsheet. Every project will need future cashflow in order to remain operational. Define future financial needs and how they will be met. ROUND 2 / FINALIST APPLICATION PROFIT AND LOSS The Profit & Loss assessment is a look into the project’s future and demonstrates the project's financial sustainability. Please prepare a spreadsheet listing anticipated expenses and revenues by quarter for the first two years of being operational. We will assume that the project is budget neutral until it is fully completed. List the top five expenses and revenues for each quarter for the first two years following completion, along with total for each for the quarter. Add additional narrative if needed to provide a greater understanding of the future needs of your project. PROJECT TIMELINE With so many tasks and responsibilities to keep in mind, a timeline helps you stay on track to ensure everything is done in a timely manner and no tasks are forgotten. Think about how much time is needed for each step of your project’s planning, implementation, and follow-up. Include events and tasks such as: ● Community assessment ● Project committee meetings ● Regulatory approvals ● Training ● Major meetings with the benefiting community and cooperating organizations ● Follow-up on meetings, conversations, and agreements ● Scheduled communications to sponsors, beneficiaries, cooperating organizations, and any other stakeholders ● Project implementation milestones and benchmarks ● Ongoing monitoring throughout the project ● Evaluation in the middle and at the end of the project ROUND 2 / FINALIST APPLICATION What we are looking for within your project timeline: ● Verification that you have a thorough understanding of the skill sets and resources to complete each step of your project. ● An organized timeline of project milestones ● Verification that the budget and P&L are represented within the milestones ● Simple management tool to track progress Professional project managers have sophisticated software to assist them in managing their projects. If you have similar software available and the skills to use it, please use it. If you do not have those skills, a spreadsheet that contains this information will suffice: ● Short Name ● Milestone Task Description ● Start Year (1-5) ● Start Month (1-12) ● Duration (months) ● Responsible Party ● Expense $$ ● Revenue $$ ● Status ● Notes We will define a milestone task as a specific point within a project's life cycle. Milestones assist in organizing a project and measuring project progress. In addition to tasks, you will want to create milestones for specific / significant expenses or revenue accomplishments. Although we are not requiring the entry of subtasks for each milestone, you may wish to add them to aid in project management. ROUND 2 / FINALIST APPLICATION SUSTAINABILITY Sustainability assesses the ability of your project to stand on its own after implementation and into the future. Your project may require many types of resources to sustain itself. Please provide a detailed plan / explanation about how your project will successfully sustain itself for the first two years after it is implemented. MONITORING AND EVALUATION Describe how your team will monitor the project during development, implementation and post launch. What measurable outcomes will be used to report success or failure of any aspect of the project and the project as a whole? Who will be responsible for overseeing those outcomes and determining if changes are necessary for future operations? Describe the succession plan as it relates to your management team and human resources required to manage and maintain your projects viability. ROUND 2 / FINALIST APPLICATION PRIOR LAKE ROTARY SIGNATURE PROJECT WAIVER OF CLAIMS Date: Name: Address: City, State, Zip: Email address: Phone Number: Organization Name Requesting Funding: Organization Address: City, State, Zip: I, ________________, am authorized to act on behalf of __________________ and hereby acknowledge and agree to the terms of this waiver in connection with the grant award decision made by the Prior Lake Rotary Signature Project Advisory Board or Prior Lake Rotary Club for the Signature Project. By signing this waiver, I understand and agree that the grant award decision made by the club is final and binding. I further understand that I, as an unsuccessful applicant, am not entitled to file any claims, complaints, or appeals against the Club or Signature Project Advisory Board, or any of its members or representatives regarding the grant award decision. Waiver of Claims: I waive any and all claims, demands, causes of action, or disputes against the Prior Lake Rotary Club and the Prior Lake Rotary Signature Project Advisory Board, its officers, directors, members, volunteers, agents and representatives arising out of or in connection with the grant award decision made by the Club for the Signature Project. Final and Binding Decision: I acknowledge and agree that the grant award decision made by the Club for the Signature Project is final and binding. I understand that the decision was made through a fair and impartial evaluation process, and I accept the Club’s right to exercise its discretion in selecting a grant recipient. No Right to Appeal: I acknowledge and agree that, as an unsuccessful applicant, I do not have the right to file any claims, complaints, or appeals with the Club or any other authority or entity regarding the grant award decision. I understand that the Club’s decision is made in the best interest of the Signature Project and the community it serves. ROUND 2 / FINALIST APPLICATION Release and Indemnification: I release and discharge the Club and Advisory Board, its officers, directors, members, volunteers, agents, and representatives from any and all liability, claims, damages, losses, costs, or expenses, whether known or unknown, arising out of or in connection with the grant award decision for the Signature Project. I agree to indemnify and hold the Club and Advisory Board harmless from any claims or actions brought by any third party arising out of my participation in the grant application process. Governing Law and Jurisdiction: This waiver shall be governed by and construed in accordance with the laws of Minnesota and the United States of America. Any disputes arising out of or in connection with this waiver shall be subject to the exclusive jurisdiction of the courts of Minnesota and the United States of America. Release of funds will correspond with the project’s progression toward completion. Funds will not be released in a total sum. In the event the project chosen for funding is not completed, Prior Lake Rotary reserves the right to pursue claim of project assets up to the amount of all monetary funds provided to date to the winning applicant. I have read and understood this waiver in its entirety, and I voluntarily and knowingly agree to be bound by its terms. I acknowledge that this waiver supersedes any prior agreements or understandings, whether verbal or written, regarding the subject matter herein. Signature: Date: Printed Name: Organization Authorized to Represent: Witnessed by Signature: Date: Printed name: Please note that this is a legal document. It is advisable to consult with an attorney to ensure its appropriateness and compliance with local laws and regulations.