How can we fund our toy library? Membership Fees Toy Rentals Donations Fundraising Sponsorship Grants Local Service Groups

1: Budget Do a budget each year to see what you expect your income and expenditure to be then ask yourself: – How much money do you need? – What is the money needed for? – Can you achieve your objectives? – Are there any alternatives?

2: Funding Calendar Note when your member subs are due Any fundraising events you are holding (start/end) Grant close-off dates that you intend to apply to Grant accountability dates that need to be adhered to Other events – eg TLAwareness week, children’s day, local community events..school galas, etc..

3 : Getting Started Appoint a Funding Officer to be responsible for grant applications. At each meeting, they should report – what applications are coming up, – have committee make a decision on what will be applied for from who, – Grants that have been approved/declined – Progress on successful grants – Accountability done for successful grants

Funding Kit Every Funder has a list of criteria you must meet in order to receive any funds. In addition to the application form, you will often need to provide: – Annual Report – Financial Statements – Constitution – Certificate of Incorporation – Charities number – Bank deposit slip – Annual Budget – Employment Contract & Job description – Letters of Support – Other supporting information – eg aims & objectives & brief history of your toy library, current committee members...

Letter of Support Sometimes people are unsure how to write these so you may like to give them a suggested template: To Whom It May Concern I am writing in support of _______. I have worked with this organisation for __years and they have proven that they are a much needed service in the community. They provide _____ This organisation has assisted me with its services. They are professional and courteous. The services they provide have assisted my family with __________ I encourage you to support this application because________

4: Finding funders Ask around Check with local council Keep eye on newspapers Fundview – usually free access through your public library Pokie Machine outlets Lottery Community – requests that TLFNZ makes an application on behalf of all toy libraries. TG McCarthy – requests that TLFNZ makes application on behalf of individual toy libraries

5: Apply to the Right People Where did similar projects get their funding? Do you fit the criteria for this funder? Are there application forms? Can you speak to anyone? Any strings attached?

Funders usually ask these questions Does the application make sense? Is the group reputable? Does the project seem worthwhile? How does the number of people to benefit relate to the dollars requested? Is there community support for the project?

6: Prepare your Project What is the need for this project? – How many will benefit from it? (eg # children/family) – How will it benefit the community? What are the expected outcomes? How will the project be managed? How will you monitor progress? Expected time frame? Project budget – All costs associated with it, include admin, volunteer time – How costs to be funded – volunteer time, toy library contribution, amount funding requested & from whom

Eg Project Budget Project: Construction Sets Costs: 10 sets$1000 containers for sets$ 200 stationery $ 10 (photocopy instructions, issue cards...) admin $ 84 (marking toys/entering into toy register... 6 $14) Total Costs:$1294 Paid for by: volunteer labour (6 hours)$ 84 fundraising income from sausage sizzle$ 114$ 194 Shortfall being applied for:$1100

7. Application Take a copy & do a rough copy 1st Use a black pen, or type – must be legible Read the form making sure you understand what they are asking for Complete all questions honestly Attach all requested documents Get someone to check the application Submit the application well before the closing date Remember to take a copy of the application and keep it on file.

Suggested Resolution Format Xxx Toy Library Address Date To Whom It May Concern: We resolve to apply to “name of funding organisation”for $amount to purchase xxxxx as per our Minutes dated xx/xx/xxxx Moved xxxxxxxx, seconded xxxxxxxxxxx I certify that this is a true and accurate record. Signed _________________ Name xxxxxxxxxx Secretary xxx Toy Library Date _______________

Notification Not every application will be successful If you are unsuccessful and not sure why, ask yourself: Did you meet the criteria? Is there anything you could improve on for future applications? Is it worthwhile trying again? Contact the funder and ask them for feedback – if you are consistently turned down, there is a reason.

8: When you receive a Grant Acknowledge in your newsletter, facebook, page, publicity in local paper.... Invite to a special occasion, send a thank you letter Show separately in your annual accounts and acknowledge in your annual report Ensure the money is spent on the purpose for which it was granted. Complete accountability form and return as soon as possible – and definitely before they are due!

9: Accountability Process Set up and maintain a spreadsheet to help keep track of the project. Report on the project’s progress at each committee meeting If it looks like there are genuine reasons for not completing the project before the deadline, notify the funder as soon as possible to discuss possible extension – don’t assume it will be okay!

10: Accountability Return The accountability process is as important as the application process. In addition to the evidence that the grant money has been spent ( ie Copies of the invoices, receipts, bank statements to show expenditure has occured) you will often need to indicate how successful your project has been.

Proving success of your project Comments from members, public Statistics – eg increased rentals, membership Photos of the project Other?

If you have a form to complete - Answer each section, and have someone check it for you. Ensure you submit it prior to the deadline, and include all documentation they ask for. Include a copy of your public aknowledgement of thanks ( ie your newsletter/newspaper article) Keep a copy for your records