FeedMore WNY 2020-2021 Operations Support (OS) Grant Application - Funded by New York State Department of Health Hunger Prevention and Nutrition ...
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FeedMore WNY
2020-2021 Operations Support (OS) Grant Application
Funded by New York State Department of Health
Hunger Prevention and Nutrition Assistance Program (HPNAP)
July 1, 2020 – June 30, 2021
Applications must be postmarked by June 5, 2020
Page 1Did you download and “save as” your application?
Grant Guidelines—Please read carefully before proceeding
1. HPNAP grant funds are designed to supplement and/or match a program’s own efforts. Funds should not
be viewed as a sole means of financial support. Requests for funding are limited to existing services and
expenses; Operation Support funding is not meant to expand your services or fund newly acquired expenses.
2. Grant applications should be downloaded and saved as a PDF file in order to complete. Use a
personal computer (PC) with a Windows operating system; using a tablet, iPad or a Mac may produce errors
when filling out your application. Grant applications are in fill-in form, required to be completed, copied, and
submit to the Agency Services Grants Administrator at FeedMore WNY by June 5, 2020. Hand-written
applications will not be accepted. Be sure to include eleven collated hard paper copies total—ten (10)
double-sided copies and one (1) single-sided copy. FeedMore WNY cannot make paper copies if they
are not included and the grant will be automatically denied.
3. Eligible FeedMore WNY Member Agencies:
• Are active and in good standing with FeedMore WNY
• Are up-to-date on monthly reports
• Have no outstanding balance
• Have passed their most recent site inspection
• Have updated FeedMore WNY on any changes to staff, physical location or contact
information using the Agency Update Form located on our website under “Agency Resources”
Agencies that are not affiliated with FeedMore WNY are required to provide their 501(c)(3) in order
to be considered for this grant, and may be subject to physical inspection by a member of the HPNAP
Advisory Committee.
4. Agencies that have received HPNAP Operations Support funding for the previous grant year are
required to submit all necessary documentation to by July 15, 2020. Any agency who has not submitted
their 2019-2020 supporting documentation will not be eligible for this grant.
5. Be sure to read each section carefully and complete all portions of this grant that pertain to your agency
and agency’s request. Grant applications that missing any agency information may automatically be
denied. ALL APPLICATIONS MUST BE SIGNED.
6. Do not include copies of the instructions, blank pages, or sections that do not pertain to your agency
and/or requests. Send completed pages only. Points may be taken off if the application contains blank or
unnecessary pages.
7. If any attachments requested in the directions (e.g. quotes, organizational charts, floorplans, etc.) are
not included when this grant is submitted, the grant may automatically denied. The Committee cannot
approve applications with missing information. Please read directions carefully.
8. Agencies may request up to $4,000 in total or up to $6,000 if you are requesting commercial equipment.
9. If requesting more than one category for funding, be sure to prioritize your agency needs (in Section A,
grid at bottom of page). Use 1, 2 and 3 to indicate priority, with 1 being your highest priority. Priorities
should be indicated on each budget proposal page in the top-right corner.
10. Agencies will receive the full-year grant award (in one check) when the funds become available in
August 2020 (exact date to be determined). You will be sent an award letter and a HPNAP agency
agreement letter. The HPNAP agency agreement letter must be signed and returned to FeedMore WNY
before your award check will be requested. If agency agreements are not signed and returned by date
specified in the letter, you will forfeit your grant award.
Page 211. IMPORTANT CHANGE: Your Agency is required to provide documentation to verify use of grant
funds twice a year. A mid-year report is due by January 15, 2021. A year-end report is due July 15, 2021.
HPNAP cover letters must be included with documentation (with the exception of Space documentation)
12. When you receive your award letter, you will be assigned a grant reference #. Please include the
grant reference # at the top of all cover sheets and correspondence to ensure documentation is credited
to the correct program site. The grant reference # can be found at the top of your agreement. This number
changes each year, so please be sure you use the current year reference number.
13. Every site (Agency location) must submit its own grant application. For Section B, Agency Impact
Statement, be sure to provide information that is specific to the operation and services of the agency at
that location. For example, each agency location will have unique services and challenges to address the
needs in the community where they are located. Do not copy or copy and paste any portion of Section B if
sending more than one application. Failure to do so will result in an automatic denial.
14. Please direct grant applications and supporting documentation to the following address:
Bonnie E. Beck
Agency Services Grants Administrator
FeedMore WNY
91 Holt Street
Buffalo, NY 14206
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Page 3Applications may be automatically denied if they do not meet the following requirements:
General:
Grant guidelines are met
Application sections you are applying for must be filled in completely
All sections pertaining to agency request(s) should be completed
Application was received or postmarked on time (by Friday, June 5, 2020)
Attachments and copies are neat, legible, and printed clearly
Pantry is open to serve clients a minimum of four hours per week (non-emergency hours)
Soup Kitchens/Shelters include menus from February to April of current year (2020)
DOH Certificate included for on-site agencies- If no DOH certificate, please state
reason why not, in writing
Application is typed and signed
Budget Proposal - Disposables:
Need for disposables is clearly explained (how your program uses them) in question 3
Need for disposables fits the criteria of allowable services agency may provide
Table A is completed (Quantity x Unit Cost = Line Cost)
Budget Proposal - Equipment:
Need for equipment is clearly explained in question 2
Two equipment vendors’ quotes are provided for NEW equipment (used equipment not eligible)
Equipment is commercial or provide written justification for purchasing non-commercial vendor
Budget Proposal - Space:
Current (2020) lease or rental agreement must be provided
Floor plan or building diagram is provided, clearly indicating space occupied by the program
Budget Proposal - Staff:
Job duties must be hands-on, food-related
Must show that 50% of employees’ time is hands-on with food
Show legal payroll or proof that stipend is given to staff member for February 2020 through April 2020
Organizational chart must be provided and include the specific position (may be drawn and labeled,
but must be very clear, including names of staff members with job titles)
Budget Proposal -Transportation:
Request is for transporting of food only; not for deliveries to clients
Need for transportation is clearly explained
If requesting truck rental, two quotes from separate rental companies attached or estimated mileage
table completed
Budget Proposal - Utilities:
Floor plan or building diagram must be provided, clearly indicating space occupied by program
Budget Proposal – Pest Control
Pest Control Operation Expenses may be covered for food safety benefits. One-year pest control
company cost print-out from previous year (2019) must be included to be considered. Include floor
plan indicating space occupied by program.
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Page 4Section A: Agency Information ALL AGENCIES COMPLETE THIS SECTION
1. Program Name: Agency ID# _______________
Address: __________________________________________________
City: Zip Code: County:
2. Name of Parent/Sponsoring Organization (if any):
Address:
City: Zip Code: County:
3. Information pertaining to this grant should be sent to: (NOTE: all correspondence will be sent here, unless you notify
the Agency Services Grants Administrator in writing to change it)
Contact Person’s Name:
Daytime Telephone: Email:
Mailing Address:
City: Zip Code: County:
4a. When did your organization begin operating (month/year):
b. Has it been in operation for at least (6) consecutive month? Yes No
c. Is your Emergency Food Program a member of FeedMore WNY? Yes No
5. Which category best describes your agency’s affiliation with FeedMore WNY (check one per application):
Food Pantry Youth Snack Program
Soup Shelter
6. Categories for which Operations Support funding is requested (cannot exceed $4,000 total, or, if equipment is
requested, $6,000)
Funding Category Amount Requested Priority
Disposables $ #
Equipment $ #
Space $ #
Staff $ #
Transportation $ #
Utilities $ #
Pest Control $ #
Note: First time applications for HPNAP Operations Support may be subject to an on-site visit conducted
for eligibility verification prior to any funds disbursement.
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Page 5Section B: Agency Impact ALL AGENCIES COMPLETE THIS SECTION
Answer the following questions using only the space provided. Please do not add attachments.
1. Describe how you operate the FeedMore food related program for which you are requesting funds.
Describe other services your program offers, if any. Please include services such as trainings, workshops
or distribution of educational literature that occur at least on a monthly basis (please be specific).
2. Describe how your agency partners with other agencies and collaborates with other service providers and how
these efforts benefit the clients you serve. Explain how the services of your program complement those of other
agencies.
3. Describe any challenges your agency has experienced this year and how they were addressed.
4. What plans are in place to assure your program can continue operating and serve the community in the
future (succession plan, staff/volunteer, recruitment and training, strategic plans, and sustainability)?
5. Does your agency acquire food from outside sources (retail partnerships, donations, purchasing?
YES NO
6. Does your agency respond to food emergencies outside normal operating hours?
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YES NO
Page 6Section C: Provision of Nutritious Foods ALL AGENCIES COMPLETE THIS SECTION
1. How often is fresh produce distributed or served at your program?
Always, whenever the agency is open
Most of the time
Rarely
Never
2. How often do you make other foods of high nutritional quality available to your clients? (i.e. low-fat dairy, whole
grain products, lean proteins, and/or frozen fruit and/or veggies)
Always, whenever the agency is open
Most of the time
Rarely
Never
3. Does your agency receive funding from CACFP (Child and Adult Care Food Program)?
YES NO
If you answered yes, your agency is not eligible for HPNAP funding.
4. Did your agency receive Operation Support funding last year.
YES NO
b. What category of funding did you agency receive last year and how much?
Category: Amount:
c. Did your agency submit Operation Support documentation on time last grant year?
YES NO
5. Does your agency have a history of submitting monthly reports on time?
YES NO
By signing this document, I acknowledge that all information is true and accurate. Note: Providing false
information is grounds for automatic denial.
Electronic signatures are accepted or you can print and sign.
Application completed by (Print Name):
Signature: Date:
Supervisor (Print Name):
Signature: Date:
If you do not have a supervisor, only one signature is necessary.
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Page 7Soup Kitchens Only
Agencies that serve prepared meals to be eaten on-site. Do NOT remit this section if you are NOT a
soup kitchen
1. Average number of meals served per month from July 1, 2019 to April 30, 2020:
(Use the numbers on the monthly reports submitted to FeedMore WNY to complete this section)
(Add your total number of meals/individuals served over the requested time frame to get your yearly totals.
Then, divide by the number of months you were open during this time frame to get your monthly average.)
Yearly Total Monthly Average
Meals Served
Individuals Served
2. How many days is your location open? State the total number of days per month the doors are open to
actively prepare and serve food to the community (check only one):
1 day per month 1 to 2 days per week
2 days per month 3 or more days per week
3 days per month
3. List the service times your Soup Kitchen is open to clients (not emergency hours)
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
If your Soup Kitchen does not have the same schedule each week, please describe your schedule.
4. Which meal(s) does your site provide? (check all that apply)
Breakfast Lunch Dinner Snack Bag Meal
5. Does your Soup Kitchen regularly offer alternate entrée options?
YES NO
6. Please attach a print copy of the menus for February, March and April of 2020. No hand written menus, please.
7. Please attach a current copy of your Soup Kitchen’s certificate from the Department of Health
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Page 8Food Pantries Only
Agencies that distribute food packages to be prepared and eaten off-site. Do NOT remit this section if
you are NOT a food pantry
1. Average number of people served per month from July 1, 2019 to April 30, 2020.
(Use the numbers on the monthly reports submitted to FeedMore WNY to complete this section).
(Add your total number of meals/individuals served over the requested time frame to get your yearly totals.
Then, divide by the number of months you were open during this time frame to get your monthly average.)
Yearly Total Monthly Average
Meals Served
People Served
2. a. How many days of food for each member of the household are provided in each package?
b. How many meals per day does each package provide?
3. How many days per month is your food pantry open? State the total number of days per month the pantry doors
are open to actively receive and distribute food to guests (check only one; do not include emergency hours)
On-call only or 1 day per month 1 to 2 days per week
2 days per month 3 or more days per week
3 days per month
4. List the service times your food pantry is open and serving clients (not emergency hours)
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
If your food pantry does not have the same schedule each week, please describe the schedule.
5. How many total hours is your food pantry open each month? (not including emergency hours)
6. Is your Food Pantry a FeedMore WNY approved client choice pantry?
YES NO
If yes, which model?
Walk-thru Table Window Inventory
7. Is your agency open after 5 pm on weekdays? YES NO
8. Is your agency open on the weekends? YES NO
9. Does your agency deliver to homebound individuals? YES NO
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Page 9For Shelter Programs Only
Temporary and/or emergency shelters. Do NOT remit this section if you are NOT a shelter program
1. Average number of meals served per month from July 1, 2019 to April 30, 2020:
(Use the numbers on the Monthly Reports submitted to FeedMore WNY to complete this section)
(Add your total number of meals/individuals served over the requested time frame to get your yearly totals.
Then, divide by the number of months you were open during this time frame to get your monthly average.)
Yearly Total Monthly Average
Meals Served
Individuals Served
2. Average number of days per month that your shelter is open for guests to stay the night:
3. Number of months per year shelter is in operation:
4. Average number of guests sheltered each month:
5. Total number of beds available at your shelter:
6. Average shelter guest length of stay:
7. Average number of meals served daily to shelter guests:
Breakfast Lunch Dinner
8. Does your shelter serve populations other than those housed at your facility? YES NO
If yes, please explain: _____________________________________________________________________
What is the average number of meals served daily to clients not housed at your facility?
Breakfast Lunch Dinner
9. Do you receive a per-diem rate from the Department of Social Services (DSS) or the Department of Homeless
Services (DHS)?
YES NO
What is your per-diem rate? $
10. Describe the manner in which clients access meals (check all that apply):
Cook/chef prepares meals on-site for clients/guests to consume
Residents plan and prepare meals together
Residents and cook/chef plan and prepare meals for clients/guests
Residents prepare their own individual meals on-site
Meals are consumed off-premises
Residents have access to food at all times
Residents access meals at scheduled meal times
Residents receive food from local food pantry
Other, please describe:
11. Please attach a print copy of the menus for February, March, April 2020. No hand written menus, please.
12. Please attach a current copy of your shelter’s certificate from the Department of Health.
13. Did you save your work?
Page 10For Youth Service Program (YSP) Only Do NOT remit this section if you are NOT a youth service program
1. a. Does your agency receive CACFP (Child and Adult Care Food Program) funding?
YES NO
If yes, your agency is not eligible for HPNAP funding.
b. Has your agency been deemed ineligible for CACFP?
YES NO
If yes, please include a copy of the letter from CACFP
2. Average number of meals served per month from July 1, 2019 to April 30, 2020
(Use the numbers on the Monthly Reports submitted to FeedMore WNY to complete this section)
(Add your total number of meals/individuals served over the requested time frame to get your yearly totals.
Then, divide by the number of months you were open during this time frame to get your monthly average.)
Yearly Total Monthly Average
Meals Served
Individuals Served
3. Check the category to identify the meals your agency offers and indicate the average number of children served
per meal.
Breakfast # of children ____
Lunch # of children ____
Dinner # of children
4. a. Does your program provide meals to adults (18+ years old)?
YES NO
b. Does your program provide meals to seniors (65+ years old)?
YES NO
5. List the service times your agency is open to children each day of the week
Sunday Monday Tuesday Wednesday Thursday Friday Saturday
If your agency does not have the same schedule each week, please describe the schedule.
6. How many hours is your program open each month?
7. Please attach a print copy of the menus for February, March, April 2020. No hand written menus, please.
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Page 11Budget Proposal: Disposables Amount Requested: $ Priority #
1. Table A- List the specific disposables items your agency needs and the quantity that you plan to purchase. Use
the standard unit cost provide in the grid below to calculate line cost. Include the estimated price per case for
“other”. Please attach another sheet if needed.
Items Quantity Unit Cost Line Cost
9” Foam Plates $37.00 per case
12 oz. hot cups 1,000/case $38.00 per case
Cup lids 1,200/case $35.00 per case
Fork/knife/spoon kit 500/case $47.00 per case
Aluminum Foil Roll (500’) $39.00 per roll
Classic Cling Film Roll (2m) $24.00 per roll
Plastic Shopping Bags $29.00 per case
Other:
Total
2. Please list any funding sources, and the amounts that funded this expense last year (including Operations
Support funding)
3. Please describe how your program will be using the disposables.
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Please note: At mid-year and end of the grant year, documentation is required to verify use of
the grant funds. Acceptable documentation includes receipt for purchased items with
cancelled check(s)
Page 12Budget Proposal: Equipment Amount Requested: $ Priority #
1. List each requested item, including brand, model number (if available), and cost.
Please note: Delivery and set-up can now be included in your requested amount. Include estimate for
additional warranties, if requesting (maintenance agreements for service/repairs are not an allowable
expense)
Item Brand & Model # Vendor Quantity Cost
$
$
$
$
$
2. Will the requested item replace old equipment? YES NO
If yes, briefly explain why current equipment needs to be replaced.
3. Explain how your agency will cover any additional costs, including installation, maintenance, capital
improvements (plumbing, electrical, etc.), removal of any old equipment, and future repairs.
4. Please list below all the food service equipment currently in operation at your program, including refrigerators,
freezers, stoves/ranges, dishwashers, and other capital equipment. Please note if equipment was purchased with
HPNAP capital equipment funds.
Equipment Item Brand or Model HPNAP or NON-HPNAP
6. Please attach two quotes from two different vendors for each requested item.
Please note: Equipment purchases should be made as soon as possible after funds are distributed.
Acceptable documentation includes receipt(s) for the purchased equipment, including serial number.
Please submit the receipts with the Equipment cover form, which will be included in your award packet.
Your new equipment will be labeled and inspected by FeedMore WNY staff when it is in place.
Page 13Budget Proposal: Space Amount Requested: $ Priority #
1. If only a portion of the monthly rent costs will be charged to the HPNAP Operations Support grant clearly
explain how this amount was estimated. A blueprint or floor plan diagram must be included with all space
requests. Only program areas connected with food service, distribution, or storage are eligible for
funding.
Monthly Rental Cost Percentage of rental cost Monthly rental cost to Charge to grant for 12
to be charged to grant be covered by grant months
Example: $600.00 30% $200.00 $2,400.00
2. Please list any funding sources, and the amounts, that funded this expense last year (including Operations
Support funding).
3. Please attach a copy of your agency’s most current rental/lease agreement or a letter from the organization
that provides the space, indicating the rent/fee.
Please note: At the end of the grant year, documentation is required to verify use of the grant funds. Acceptable
documentation includes canceled rent checks. No cover form is required.
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Page 14Budget Proposal: Staff Amount Requested: $ Priority #
1. Please provide information for EACH position for which funds are being requested. Hourly rate must be
at or above NYS minimum wage ($12.50 per hour). If requesting a stipend, please fill out Table B.
Table A
Title of Staff Position Hours per Hours per week to be Hourly rate Number of Total funding
week charged to grant weeks request
Table B
Title of Position Approx. Stipend paid for total hours % of hours charged Total Funding
total hours to grant request
2. a. How many hours per week does this person spend hands-on with food? (ex: receiving, stocking,
preparation, distribution, rotation etc.)
b. List the specific duties this staff person performs and the percentage of the time spent on each task
(must equal 100%). NOTE: Please include an organizational chart with the job title and name of staff person
with this request.
3. Please list any funding sources that funded this position last year and the amounts covering each position
below. Please note this award cannot fund NEW OR NEWLY COMPENSATED positions.
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Please note: At the end of the grant year documentation is required to verify use of the grant funds.
Acceptable documentation includes copies of the payroll register; staff time sheets showing days and
hours worked; canceled paychecks. PLEASE BLOCK OUT SOCIAL SECURITY NUMBERS AND
PERSONAL INFORMATION ON PAYROLL DOCUMENTS WHEN SUBMITTING
Page 15Budget Proposal: Transportation Amount Requested: $ Priority #
1. Please indicate which you are requesting: Mileage Truck Rental
2. Describe how your agency will use the request funds for transportation. Give specific information, including
what will be transported, how often, by whom, and the total number of miles to be traveled. If applying for truck
rentals, please include quotes.
Destination Types of Food Number of trips Who is Mileage per round- Full cost
Transported per year transporting trip (.575/mile)
3. Please list any funding sources and the amounts that funded this expense last year.
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Please note: Operations Support will not cover the cost of mileage or gas when renting a truck. At the end
of the grant year, documentation is required to verify use of the grant funds.
Acceptable documentation includes receipts, canceled checks for vehicle rental and mileage logs
with dates, destinations, and odometer readings listed on cover sheets.
Page 16Budget Proposal: Utilities Amount Requested: $ Priority #
1. Percentage of bills for which you are requesting funding? %
If your agency is seeking funding for only a portion of the monthly utilities, clearly explain how this
amount was estimated. A floor plan or building diagram must be provided, clearly indicating the
percentage of the space occupied by the program. This may be drawn by hand, and must be labeled
clearly.
2. Please list any funding sources and the amounts that funded this expense last year.
3. Utilities – Table A – Funding request for Table A is based on the types and amounts of equipment in
use at your agency. Use the table below to calculate your request. Note that funding can only be
requested for equipment that is related to your FeedMore affiliated service.
Equipment Number of units in use Yearly cost per Total cost
unit
Refrigerator/freezer $150
Combination
One-door refrigerator $100
Two-door refrigerator $250
Three-door refrigerator $350
Walk-in refrigerator $550
One-door upright freezer $150
Chest freezer $75
Two-door freezer $700
Walk-in freezer $1,000
Stove $750
Total:
Did you save your work? Page 175. Utilities –Table B
For Table B, your program will have a fixed funding request based on the number of days per month you are
open. Food pantries can only count the days they are open for regular distribution. Do not count on-call
emergency days.
Put an "X" that corresponds with Number of open days Fixed funding request for year
amount of days you are open
One day per week $300
Two days per week $600
Three days per week $900
Four days per week $1,200
Five days per week $1,500
Twenty-four hour shelter $2,100
Total:
Total Utility Request (Part A + Part B)
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Please note: At the end of the grant year, documentation is required to verify use of the grant funds.
Acceptable documentation includes copies of utility bills, utility company computer printouts, and canceled
checks.
Page 18Budget Proposal: Pest Control Amount Requested: $ Priority #
If requesting pest control assistance, please present proof of costs (pest control company payment
printouts or paid invoices) from the previous year (2019).
1. Percentage of cost of pest control you are requesting? %
2. Please include a floor plan or building diagram clearly indicating the percentage of the
building covered by the pest control company for your program. This may be drawn by hand
and must be labeled clearly.
3. Please list any funding sources, and the amounts, that funded this expense last year (2019).
Please note: At the end of the grant year, documentation is required to verify use of the grant funds.
Acceptable documentation includes copies of paid pest control bills; canceled checks
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Page 19Technical Support: Technical Support will be available to those with specific questions
pertaining to the HPNAP Operations Support grant. Assistance will be available by emailing
FeedMore Operation Support Staff, including Michael Daloia at mdaloia@feedmorewny.org, Jen
Meegan at jmeegan@feedmorewny.org, and the Agency Services Grants Administrator. All
Technical Support should be documented and submitted with your Agency’s HPNAP
Operations Support application.
If you receive Technical Support in person, please date, describe the assistance in the comments
section and have the Committee member sign. If you receive assistance via email, print all pages of
the email and submit them with your agency’s application. Technical Support must be documented
and submitted with your agency’s application for it to be considered. You may contact any members
(listed on front page) of the Operations Support Committee for technical support. Please do not
contact other FeedMore WNY employees if you need assistance with this grant.
Please note that email is the preferred method for technical support because it provides you
with a hard copy of your questions and the answers you received from the Committee
member.
HPNAP Committee
Date Comments member signature or
attached copy of
email
Properly documented technical support is considered when scoring your agency’s application. However,
agencies that receive technical support are not automatically guaranteed approval.
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