Managing for Excellence Award
Round One Application Supplement
The Round One Managing for Excellence Award Application is due on Wednesday, January 18, 2017 at
noon. Late or incomplete applications will not be accepted.
APPLICATION TIPS
Review the guidelines: Please review the Managing for Excellence Guidelines carefully for details
about the application process.
Saving the Form: Before beginning to fill out the Round One application supplement, be sure to
download and save the form to your computer.
Format Rules: Allow the text to wrap automatically within the box. Do not use the Enter key to change
lines or use bullets in text boxes. Do not recreate or alter the application form or its questions.
Word Count: All word/character limitations include spaces.
Short, Concise Answers: Please read each question carefully and answer it directly. Be brief, complete
and to the point. Be sure that your answers match the facts and your organization’s actual practices.
QUESTIONS:
Please contact Lauren Jeong at (404) 688-5525 or [email protected].
Organization Name:
Organization Leader:
Request Contact:
Phone:
Phone:
Email:
Email:
Qualifying Grant: (Choose One)
Grant Date:
GOVERNANCE
Date bylaws were originally adopted (m/d/yy):
Has the board reviewed and updated the bylaws?
(Choose One)
If “Yes,” when did the board approve the most recent update?(m/d/yy)
Number of regularly scheduled board meetings each year:
Average length of each meeting:
Percentage of members that constitute a quorum:
Average attendance at 2016 board meetings (%):
Governance Characteristics
Please check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
A file or official record book is maintained for board
meeting minutes.
Policies and procedures are in place to ensure diversity in
the board membership.
Expectations of board members are in writing.
Former client(s) or individual(s) who represent the
interests of clients/audience are on the board.
Each board member signs and updates a conflict of interest
policy annually.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No Policy
Last 2
2 Years
Years
Ago
Page 1
Name three essential responsibilities of the board of directors. How does the board fulfill these responsibilities?
How is the board is held accountable to these responsibilities? (200 words)
Please provide detail on board members who made financial contributions of their own funds in the last
completed fiscal year. This does not include in-kind gifts OR contributions from their employer.
# of Board
# Who Gave
% Who
Largest Gift
Smallest Gift
Median Gift
Members
Gave
FISCAL MANAGEMENT
Does the organization have a policy concerning the amount and use of reserves? (Choose One)
What are the reserves for (e.g. operating)?
Minimum reserve
$
amount:
Maximum reserve
$
amount:
Board approved: (Choose One)
or
%
of annual budget.
or
%
of annual budget.
Date of Board Action, if any (m/d/yy):
Fiscal Management Characteristics
Please check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization prepares and follows an annual balanced
budget for operations that is approved by the board.
Organization has a minimum of 3 months of operating
reserves.
Organization’s most recent 990 and financial statements
are available on the organization’s website.
Board reviews agency budget, budget vs. actual and
interim financial statements at least once a quarter.
Board receives and reviews audits annually.
If issues or exceptions were noted in financial
statements, board follows up on any corrective action
that needs to be taken.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
If the organization’s total liabilities exceed 25% of total assets, please complete the following table.
To whom is organization’s debt
Amount owed
When is it For what was the debt originally accrued?
owed? List largest debtors first.
due?
$
$
$
$
$
What is the organization’s plan for eliminating the debts described in the table above? (150 words)
Page 2
In the last five years has the organization loaned or advanced funds (cash or credit) to staff or
board EXCEPT for routine moving or travel expenses?
(Choose One)
If yes, indicate amounts and describe circumstances that prompted the loan or advance (100 words)
In the last five years has staff or board loaned or deferred salary (cash or credit) to the
(Choose One)
organization?
If yes, notes amounts and describe circumstances that prompted the loan or deferment (100 words)
List all financial contributors or contractors (including individual donors, foundations, government
contracts, government grants) from your most recently completed fiscal year that represented
10% or more of revenue. Individual donors may be listed as anonymous.
Contributor Name
Committed
%
Contributor Name
Committed
%
$
$
$
$
$
$
$
$
$
$
PLANNING
When was your current (the one attached) strategic plan adopted? (m/d/yy)
When was your previous strategic plan adopted? (m/d/yy)
Planning Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization establishes an annual work plan and
measurable objectives consistent with the strategic plan.
Strategic plan includes evidence of an environmental scan
of the field.
Strategic plan was developed with stakeholder
participation, including input from staff, board and
consumer/audience
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
RESOURCE DEVELOPMENT
Resource Development Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Resource development plan reflects organization’s mission
and goals and will generate the funds needed to be
effective.
Board is involved in setting annual fundraising goals and
reviewing progress on a regular basis.
Organization achieved its financial goals in its last
completed fiscal year.
Organization tracks donors and how much they give.
Organization acknowledges all gifts in writing and provides
letters to donors indicating the cost and tax deductible
portion of contributions.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
Page 3
Explain how the organization’s development efforts have been particularly successful. Provide an example.
(100 words)
MARKETING & COMMUNICATIONS
Marketing & Communications Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Communications use consistent branding, story-telling and
style guide(s) (font, colors and logo) across all programs.
Organization has a marketing and communications plan
and process in place as part of its strategic plan.
Organization protects client privacy/confidentiality and/or
secures client consent for public events, speeches,
publications and other media.
Organization conducts research to consistently understand
and track its market, client need and the competition.
Organization has a staff or board member whose primary
responsibilities include marketing and communications.
Organization assesses its website layout and contents at
least every 5 years.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
VOLUNTEER MANAGEMENT (excluding Board Members)
Volunteer Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization engages non-board volunteers.
Organization provides written job descriptions,
orientation, training and oversight for volunteers.
Organization has a volunteer recognition program.
Organization evaluates and provides feedback to
volunteers.
Organization has identified a staff person responsible for
volunteer recruitment and management.
Volunteers sign a liability waver or conflict of interest
policy annually.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
How does the organization train and utilize volunteers? (200 words)
Page 4
STAFF
List the names and the terms of service of the last three Executive Directors/Presidents/CEOs.
Name
Title
Terms of Service
Salary of Highest Paid FTE
Salary of Lowest Paid FTE
Percent of staff positions that had turnover in 2016.
Explanation of turn-over rate (optional – 150 words)
Staff Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization has written personnel policies that are
distributed to all staff.
Organization annually reviews staff job descriptions for
each position.
All staff, including the executive director, receives annual
written performance reviews that include a personal
conference with the supervisor.
Professional development opportunities, either internal or
external, are available to all FTE staff every year.
Organization provides diversity and cultural competence
training to staff.
Organization cross-trains staff so that more than one staff
member knows how to maintain essential operations and
programs.
The organization conducts an assessment of salaries and
benefits annually.
Salaries are within range of regional norms based on
current employment data.
Staff meetings are held at least once a quarter.
Staff is representative of the community and
clients/audience served.
Organization has a whistleblower policy for staff, board
and volunteers.
All staff members sign a conflict of interest policy
annually.
Organization has a clearly defined succession plan to
manage transitions in key staff positions.
All Full Time Employees receive benefits (health
insurance, etc.)
%
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
Page 5
OPERATIONS
Technology Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization has a technology and information
infrastructure that adequately supports operations,
planning and evaluation.
Organization has off-site electronic backup of all data.
Organization has surge protectors, virus scans, firewalls,
anti-spyware and passwords for all computers.
Organization trains all staff in IT, so they can effectively
access and use data relevant to their role.
Organization has a technology plan with dedicated
resources as part of its strategic plan that includes repair
and regular updates.
Organization has a staff person whose job description
includes information technology support OR the
organization contracts with an outside provider to provide
information technology support.
Facility Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization’s facilities meet Americans with Disabilities
Act (ADA) requirements.
Current
Practice
Yes
No
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
Organization has current compliance permits with local
fire, safety, health and sanitation and regulatory entities.
Organization has current insurance coverage to protect
against fire, theft, personal injury or liability.
Organization’s mission, program needs, and managerial
and financial capacity guide facility decisions.
Organization integrates long-term facilities planning and
decision-making into its overall long-term strategic
planning.
Organization has financial systems, policies and resources
that enable it to assess, plan for and control facilitiesrelated costs in the short and long term.
Organization has an operating and maintenance plan for
its facility.
Organization has a staff person whose job description
includes maintenance or coordination of maintenance of
the facility.
Page 6
PARTNERSHIPS
Partnership Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Organization has operational and/or programmatic
partnerships that have been in place for more than one
year.
Organizational partnerships are guided by executed and
up-to-date Memorandum of Agreements or other similar
documents.
Organization has a process for assessing the impact of all
partnerships on an annual basis.
Organization is a member of a local, national, or
international mission-aligned affinity group(s).
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
PROGRAM MANAGEMENT & IMPACT
Program Management & Impact Characteristics
Check the appropriate answer in each box.
Practice: Is the organization doing it now?
Policy: Does the organization have written documents
(bylaws or other) guiding the practice?
Descriptions of each program are easily available to the
public.
Core programs align with mission, vision and goals.
Organization has identified outcomes for each program
and indicators to measure progress against its strategic
plan goals.
Organization has a mechanism in place to periodically
obtain and document consumer comments on each
program.
Consumer input is used in making program revisions.
Organization has a budget for every program.
Organization has policies for protecting consumer
confidentiality, client rights, eligibility criteria, fee
structures, payment guidelines and hours of operation.
Organization’s leadership is articulate about current public
policy issues that have impact on its ability to provide
services, build assets and receive contributions.
Organization participates in civic activities designed to
educate elected officials or policy makers about the issues
and strategies associated with its mission.
Public Policy and/or Civic Advocacy work is included in at
least one staff member’s job description.
Current
Practice
Yes
No
How long has organization
had a written policy?
Within
More Than
No
Last 2
2 Years
Policy
Years
Ago
Page 7
BEST PRACTICES
The management practices mentioned in this document are processes the Community Foundation considers
“best practice.” However, the Foundation recognizes that excellent organizational management requires a wide
variety of skills, systems and adaptation based on the mission and needs of the organization. Please use this
space to describe why your organization has not adopted certain best practices or to highlight practices your
organization does particularly well. (300 words)
INNOVATION
How is your organization distinctive and unique in your field?
(300 words)
Page 8
Applications must include all items on the Application Checklist and must be submitted to the Community
Foundation before noon on Wednesday, January 18, 2017. Incomplete or late applications will not be
reviewed and hardcopy submissions will not be accepted.
Authorizing signatures: Typing in your name acts as your signature and acknowledges that the
following individuals have reviewed this application and certifies that it is accurate and meets all
criteria as outlined in the Managing for Excellence 2015 Guidelines.
Organization Leader:
Date:
Chief Financial Officer, if diff. from Organization Leader:
Date:
Board Chair or President:
Date:
Board Treasurer:
Date:
APPLICATION CHECKLIST
Review this checklist and the application guidelines first before preparing and submitting your application.
Managing for Excellence Round One Application Components
Organizational Profile and Common Grant Application (submitted via the nonprofit online
portal)
Round One Application Supplement (submitted via email to
[email protected])
Required Attachments (submitted via email to [email protected])
Staff
A. Current diversity policies for customers, board members and/or employees
(one page maximum, summary is acceptable)
Governance
B. Board Information Form http://www.cfgreateratlanta.org/wpcontent/uploads/2016/06/BoardInformationForm_v2016.doc
Financial Information
C. Current fiscal year operating budget as approved by the board of directors
D. Most current year-to-date Profit & Loss statement (P&Ls)
E. Most current Balance Sheet
F. Most recent audited financial statements for the past two years
G. If financial statements provided above do not include the most recent year-end,
provide internal year-end financials including a Balance Sheet, P&Ls and budget with
actual
Planning
H. Complete, current strategic plan (not a summary)
I. Complete, current resource development plan (not a summary)
Completed
Marketing & Communications
J. One page with examples of social media posts, new stories or press releases that were
particularly impactful. Please provide one page of screenshots or up to five URLs.
Authorizing signatures: Typing in your name acts as your signature and acknowledges that the
individual listed below takes responsibility for assembling the application package
Signature:
Date:
Page 9