Getting ready for the 2015 GRIN Program

Growing Roots in the Neighbourhood (GRIN)

Grant Program Terms of Reference

Background/Context

An annual project funding program is offered by the Regina Horticultural Society (RHS). The Growing Roots in the Neighbourhood initiative was launched in March 2014.

Regina Horticultural Society Mission: to encourage gardening for the enhancement of the local environment and the quality of life of its members and the general public.

Regina Horticultural Society Mandate: to educate, through its various programs, its members and the general public about gardening, and to promote and support gardening in Regina and surrounding area.

Function of the Committee

This Committee, consisting of members from the Regina Horticultural Society and at least one RHS Board member, will work together to provide the necessary documentation supporting the RHS’ funding initiative. The Terms of Reference for GRINwill be presented to the Board annually before the Annual General Meeting, following the results and evaluation of the preceding year. Based on that assessment, the funding program may be amended for thesubsequent year.

TheTerms of Referenceprovide:

·           A clear description of the funding program’s objectives and intended outcomes which support the RHS’ vision and mandate.

·           A straightforward application process and form.

·           Well-defined eligibility criteria according to the guidelines provided by the RHS Board.

·           Candid and easy evaluation and review criteria.

·           A concise message to promote the initiative and one to endorse the ultimate selection of funding recipient(s) and to publicize the success of the program at the end of the project.

Key Points

Name of fund:    Growing Roots in the Neighbourhood – GRIN

Intended audience:        

-          New gardeners in Regina (for example, immigrant families, children, newcomers to the city, community/neighbourhood revitalization initiatives)

-          Practiced gardeners (for example, including a garden as part of a community revitalization project)

-          Partnerships (organisations, not-for-profit, groups supporting access to healthy food and a healthy environment) 

Eligible applicants:           

-          Community-based and partnerships, but not restricting an individual from applying (scoring will favour partnerships)

-          Examples: Regina Community Food Assessment, community associations, schools, etc.

-          GRIN applications will be accepted from members of the general public

Ineligible applicants:

-          RHS Directors

-          GRIN Review Committee members and their family

Publicity:          

-          The Publicity Director will ensure communications via:

-          Media (radio, television and print) via public service announcements

-          ‘Sister’ organisations and forums (garden clubs, greenhouses, community centres)

-          Social media (Facebook, Twitter, etc.)

-          RHS media (website, newsletter, workshops, presentations)

-          Educational media (Regina Public Library, U of R, post-secondary institutions

Application process

Form and Application Guidelines

Screening Criteria based on the following:

-          Fit RHS mandate and vision = education and promotion of gardening

-          Preference given to grassroots-type projects

-          Preference given to community-based projects

-          Must address a gap

-          Must demonstrate potential for being sustainable

o    project can stand alone afterwards and does not rely on ongoing support from RHS

o    project contributes to environmental sustainability

-          GRIN awards are made on an annual basis

-          Multi-year projects may apply for a subsequent year of funding, but activities and results must be distinct

-          Each year’s application will be assessed on its individual merits

-          No core funding (no salaries, no administrative overhead)

-          Must demonstrate community benefit and/or impact of project

-          NOT dependant on RHS volunteers for labour

-          Willingness to liaise with RHS sponsor/contact (ie., questions, access to expertise, promotion of outcomes)

Possible examples of hands-on gardening:

-          demonstration gardens

-          immigrant/newcomers gardens

-          youth and/or seniors’ gardens

-          increase / improve access to existing garden space(s)

-          development of new garden space

-          matching of potential gardeners to garden spaces

-          education/training: perhaps for new Canadians; persons in poverty?

-          activities targeting specific group, community, organisation or partnership

Scoring: more to community-based partnership with an organisation than to a single individual (more prudent approach, and supports community-based partnerships). Rubric listed on application guidelines, and point allocation indicated on application.

Eligible costs:

-          start-up costs: materials, supplies, equipment rental

-          NO salary

-          NO administrative overhead

-          NOT funded by other sources (double-funding of same costs)

Nota:  RHS is not in competition with other funders or Not-For-Profits (not undercutting another organisation’s funding objective). Must tie-in with RHS Mandate.

Administration of program:

-          Announce launch and deadline dates within press release

-          Provide access to the application and the guide

-          Review of applications by members of the GRIN committee with recommendations to the RHS Board

-          RHS Board President to contact successful applicant(s)

-          Ensure signing of liability disclaimer by successful applicant

-          Announce GRIN recipient by end of April

-          Ensure understanding of project outcomes and deadlines to applicant(s)

-          Approve funding which will be awarded at the April 2015 Education Event (up to 90%)

-          Appoint RHS Project Liaison(s) to project lead(s) who will, through regular contact:

o    Provide mentorship, support and guidance to recipient including but not limited to timelines, expectations, follow-up, reporting, disbursements

o    Contribute to the assessment of the criteria at the end of the project, including obtaining feedback from the proponent about the GRIN initiative (application, processes and outcome)

o    Ensure all initial monies are expended by August 31, 2014

o    Co-ordinate a presentation post-project to RHS – eg AGM, Education event, Christmas party

o    Recommend remittance of 10% holdback of funds once presentation has been confirmed

o    Contribute to review and evaluation of GRIN program

-          If there is no successful applicant, no funds will be dispersed

-          Review and evaluate successful outcome of GRIN and its administration

-          Recommend program amendments, as may deemed necessary

Review/adjudication process:

-          Two board representative(s) + one volunteer member representative: GRIN Committee

-          Scoring grid of 50 points; each category given a numerical value

-          Last page of the application will have score and assessment results

Communication with applicants:                                               

-          Transparency and fairness will be used by the Review Committee to answer submission  inquiries;

-          RHS President will contact successful applicant(s) no later than mid-April

-          RHS President will meet with successful applicant(s) to explain the administration of the program

-          For successful project: RHS Project Liaison will be recruited from RHS membership.

-          Project Liaison will ensure regular contacts with project lead through email, telephone calls and in person, on site. 

Assessment of results at the end of the project:

-          Review of communication pieces:

o    Press releases

o    Application form and guidelines

-          Review of administration of program:

o    Intake and review processes

o    Project monitoring:  liaison role, financial transactions, start and end dates

o    Feedback from GRIN funding recipient

o    Post-project presentation

In order to assess if the GRIN funding initiative contributed to the Regina Horticultural Society’s mission and educational mandate of RHS, the following questions are presented:

-          Did the GRIN initiative help to increase the profile of the RHS?

-          Did this initiative validate the RHS’s activities in terms of its mandate and organisational credibility?

-          Did the project achieve the desired project outcomes as originally identified? Why?

-          Was the process clear for the applicant(s)?

-          Was the project framework supportive and encouraging the project outcomes?

-          Did the proponent promote the success of the project?

February 28, 2015

The Regina Horticultural Society is pleased to announce the launch of a grant funding initiative.

The Growing Roots in the Neighbourhood (GRIN) grant is an annual $1,000 fund.

ü The funds will be allocated to one or more approved project applicants. 

ü Successful projects will promote the engagement of Regina citizens in gardening through education for the enhancement of their local environment and their quality of life.

ü Projects must be located within Regina. They must be started in spring 2014.

Application form and guidelines can be obtained from the Regina Horticultural Society website:  www.reginahortsociety.com

The application form and guidelines will be available from Regina Horticultural Society (RHS) representatives at Seedy Saturday, at St Mary’s church on 15th and Montague Street, on February 28 2015. 

Completed applications can emailed to: grow@reginahortsociety.com

Applications will be accepted no later than 12 midnight, March 30^th 2015.

Each project application will be assessed by a review committee consisting of Regina Horticultural Society members. The successful applicant(s) will be notified by end of April by the President of the RHS, Denise Mlazgar.

                                                                

We wish to thank all applicants, but only successful candidates will be contacted by RHS. The decision to approve or decline a funding application is not subject to an appeal.

For more information, please contact us at grow@reginahortsociety.com