Nurturing Children, Supporting Communities,
Montana Children's Trust Fund Grantees
For the 2016-2017 cycle, please remember that all reports are due electronically to Melissa Lavinder. Ensure that the person who completes/submits your reports is aware of this. Grantees will submit a 1st Quarter Report, 2nd Quarter Report, Renewal Application and Final Report this year.
Final Reports are due July 31, 2017 no later than 11:59pm. We advise that you add a reminder to your calendar and review all instructions carefully. Please review the tips on completing the outcomes section of the application.
For the 2017-2018 cycle, we will not be requiring quarterly reports. Community-Based programs ($15,000 grants) are currently in Year 2 of funding, so there will be a renewal application most likely due in March. The MT CTF Board has not made a decision yet regarding opening up another RFP in the Spring. I will keep you posted. With less reporting comes great responsibility. All grantees are responsible for all of the data typically collected by MT CTF throughout the cycle, and a final report will be due July 31, 2018.
Please remember that all reports are due electronically to Melissa Lavinder. Ensure that the person who completes/submits your reports is aware of this. Your financial reports are due quarterly; however, if you need to receive payment more frequently let us know and we will work out an alternative schedule. Please follow the guidelines below. Financial Reports completed incorrectly will not be paid until they are corrected and returned.
- Use the contractor invoice template.
- Make sure to add your new contract number on all forms.
- Submit all timesheets and receipts for expenses in order of line item that it appears. Label receipts to show which line item it relates to.
- Double check your math before submitting your financial report. There should never be any negatives in your line items.
- If you need to adjust your budget, complete and submit the budget modification request on the second sheet of the CTF Contractor Invoice.
- If you find yourself struggling with the template, contact Melissa at 444-6936 or MLavinder@mt.gov.
There will be a combination of in-person and virtual site visits this year to check in with all grantees. It is my goal to do at least two site visits with each grantee this cycle. Attached is a draft checklist I will be using to gather notes in order to report back to the MT CTF Board. Having multiple site visits does not mean you should wait to contact me. If your MT CTF funded project has something awesome coming up and you would like me to come and observe, I will do my best to be there. If there are any changes or concerns (i.e. staff, program, board, location, issues with services, etc.) to your MT CTF funded program, you should notify me immediately. This will help me in assisting you in meeting your goals. I also love hearing success stories!
Annual Grantees Meeting
We are currently in the planning stages for the MT CTF Annual Grantees Meeting. The meeting to be held in Helena. Up to three CTF funded staff are required to attend from each program. You are encouraged to bring a parent leader who can count as 1-2 of your 3 people. If a program fails to attend the annual meeting, they will be placed on probation and it could affect funding.
Please complete the Grantees Meeting registration by Tuesday, August 22nd. Please mention if you have dietary restrictions or need special accommodations. We pay expenses for this meeting. Mileage will be reimbursed at $0.52/mile and meals at the state per diem rate of $5/$6/$12 only for meals that are not provided at the meeting. Each program will have 20 minutes to give a presentation about your CTF funded program. Since some of the people in the room will be returning from last year, please try to freshen up your presentation. Programs must attend the entire meeting.
Use the MT CTF logo on any publications, press releases, etc. We prefer that you use the file with extensions AI or EPS whenever possible. If you are using our logo on banners or any media that will cause our logo to be significantly enlarged, the use of a vectored (extensions AI or EPS) version is mandatory. This keeps the logo from distorting when you change the size. Contact Melissa at firstname.lastname@example.org or 444-6936 if you have questions or need assistance. Per the MT CTF RFPs, it is mandatory that programs funded by the MT CTF use the MT CTF logo on all publications/awareness materials. In press releases, articles, etc. where the logo would not be appropriate you should mention the MT CTF grant funding.
If there are any changes or concerns (i.e. staff, program, board, location, issues with services, etc.) to your CTF funded program, you should notify me immediately. This will help us in assisting you to better meet your goals.
As a best practice, the MT CTF will require that programs request records checks (background check) on employees and volunteers in the program funded by the MT CTF. A Child Protective Service Background Check (also referred to as a records check) completed by the MT DPHHS, CFSD is a check of the CFSD history that is available on a person from 1997 to the date the check is completed. The check conducted using only the name(s) and other identifying information included on the Release of Information form.