Make reports on time.
receive a grant from the Cheney Foundation the check will be
accompanied by a transmittal letter for you to sign
and return (a copy for your records is also enclosed). This
letter asks that you make reports every six months until the
project is completed.
Reports can be made more often, but dont overwhelm the
Foundation with reports just for the sake of making reports.
Final reports can always be submitted as soon as the project
Reports should include both an update on
the progress towards the projects goals as well as an
update on the project budget, including income as well as expenses.
can help to develop the relationship between your organization
and the Foundation. Grant reports should be concise,
yet fully explain the issues at hand. If a project is proceeding
as outlined in the original grant request, the report can be
as simple as referencing the original schedule (both for programmatic
progress and fund raising progress) and confirming that the schedule
is being met.
If a situation arises that causes the organization
to consider major changes in the project, it is best to write
sooner rather than later. The Foundation usually makes grants
based upon the entirety of the proposal, not to specific line
items. Therefore the Foundation wants to be informed about major
changes in the nature of a project to which it has made a grant.
A request for another grant must begin with a separate
No matter how many times an organization has
received a grant from the Ben B. Cheney Foundation, each grant
request must begin
with a new proposal letter. This letter should be separate from
any grant report even if it is a request for additional funding
for a project.
Consider the timing of requests within
the context of several years.
As the number of requests
to the Foundation grows there is an effort to increase the
time period between consecutive grants.
If your organization has a major project coming up in a year
or two that you believe would be of interest to the Foundation,
you may want to refrain from making other grant requests until
The Foundation generally wants to see 20 to 24
months between when a grant has been made and the submission
letter. This timeframe applies to all grants, whether awarded
through the small grant program or reviewed at a quarterly board
Keep the Foundation updated regarding key staff
The key contact that the Foundation is most concerned
about is usually the executive director. A change in executive
can mark an important change in the way an organization approaches
Changes in other key staff positions, such as the
development director, may also affect the Foundations ability
to communicate with your organization.
The Foundation staff will
often meet with new executive directors
or new development directors in organizations with current or
past grants. Such meetings are intended for general discussions
and not as opportunities to pitch a specific proposal.
Remember that your budget is only a plan.
When you submit either a proposal letter or a formal application
you must include some budget information. The key questions
that budgets answer are:
- How much will the project cost?
- Why will it cost
- What are the major sources of funding for the project?
do you plan to go about garnering those resources?
Once a project
has been completed the Foundation likes to see an accounting
for the project as compared to the original
budget. If there are major changes in the actual income
as compared to the original budget, they should be explained.