N922 Community Recreation Program CR Connections Training: Recreation Programming Grants

N92 Recreation Grant Program Recreation Programming Grants FY14 FY15 FY16 FY17 (ytd approved) $405K $984K $1.1M $496K $5K maximum per event Goal is to enhance creative events/activities offered and grow participation. Intent at outset to spur programming that had been curtailed by sequestration Growth in grant requests over 3 years– 221 FY14, 343 FY15, 393 FY16 Majority of requests are to add entertainment type of feature to a program (music, comedy, rentals) Focus family programming & enhancing events Grant process has been revised over time– to better manage volume. rec_prgm_grants@navy.mil Thanks for your input!

N92 Recreation Grant Program FY16 Summary Family Friendly Events – 221 for $760,776.17 Trips – 8 for $19,796 Transportation Support – 36 for $87,002.30 Liberty Events – 37 for $110,519.58 Life Skills/Classes – 51 for $124,813.48 Event Equipment – 23 for $91,408.13 Other Events – 178 for $582,795.16

N922, Community Recreation Program On Base Community Events Command Picnics/Events Party / Picnic Support Fleet Recreation/Visiting Ships / Squadrons Information and Resources Trips and Outings Outdoor Recreation Equipment Rental Recreation Programming / Classes / Activities Tickets Recreational Green Space Coordination Leisure Travel Red: Eligible for Rec Programming Grants

Community Rec: Standards related to CNIC N9 Grant 3.1.3 Contacts Navy Entertainment prior to contracting for any live entertainment for any special event, large or small, costing more than $15,000. 3.1.4 Community Recreation plans and executes the following number of small MWR special events per year. At least 14 per year, 10pts. At least 10 per year, 8 pts. At least 6, 6 pts. Less than 6 , 0 pts. 3.1.6 Community Recreation conducts at least one (1) large MWR special event each year. (4th of July, Concerts, Memorial Day, Holiday, etc.)

Community Rec: Standards Con’t. 3.2.1 Community Recreation offers either-in-house or through a partnership with an off-base provider the following number of Trips, Tours, and Outings per month At least 20 or more, 10 pts At least 15 or more, 8.5 pts At least 10 or more, 7.5 pts Less than 10, 0 pts 3.2.3 Each Community Recreation trip, tour, outing is planned to at least break even financially 5.1.17 MWR branded promotion materials are displayed at special events (e.g. weather proof banners, speaker scrims, stage backdrops, inflatable archways, directional signage, etc.)

You decide to apply for the CNIC N9 Recreation Programming Grant…… Rec Program Grant You decide to apply for the CNIC N9 Recreation Programming Grant……

Click here: www.navymwr.org/resources/MWR_program_grants CNIC N9 Grant Form You may download the CNIC N9 Grant Form in the Adobe Downloads Located on the left side of your computer screen Or the MWR website Click here: www.navymwr.org/resources/MWR_program_grants

CNIC N9 Grant Form Con’t FY17 CNIC uses a single page form Version as of 25 July 2016 Use this form for all grants (recreation, travel, equipment, training, video games reimbursement, etc.) We WILL NOT ACCEPT any other previous versions of grant forms in the new fiscal year. Grant Description include the following Who is sponsoring the program (CR, Liberty, Fitness, etc) Where the program/event will be held Budget breakdown with Dollar Amounts (list more then just Supplies $---) Forms must be completely filled out to include funding information, Site Manager/Director Signature, and Regional Representative Signature. Failure to submit all data and details could cause a delay in the grant process or result in a disapproval.

Rec Program Grant 411 Grants may be submitted for up to $5K per event/program/request 10% Rule: Reimbursement for giveaways, prizes, food, awards, concessions, etc. will not exceed 10% of the total of other expenses. We encourage variety in submissions and trying new things! Duplicate/reoccurring programs may not be funded. Movie equipment requests will be routed through the Navy Motion Picture Service for approval and vetting. Quotes are required with Grant request submission. (See MWR website) Grants are open to any MWR activity for Programs/Events/Trips and Event specific equipment.

Rec Program Grant 411 Con’t Any purchase of branded or promotional items must use the new MWR logos Transportation Requests: Attendance for at least half the vehicle capacity if using commercial transportation needs to be achieved. If per person rates due to low attendance do not meet reasonable per/person cost, partial reimbursements will be given. Contractual Transportation and Entertainment to include Instructors: Please ensure you incorporate a reasonable cancellation policy into your contract or agreement and plan your cutoff dates accordingly. As standard practice we encourage partnering with programs and equipment. Every facility does not need an outdoor movie screen, sound equipment, games, etc. Work together and share assets!

Rec Program Grant 411 Con’t Grants and Pricing: Can charge for additional expenses in order to break-even Events must have a “free” option for anything covered by grants Please keep in mind your cost Per Person when submitting your grant and budget. High costs may not be fully funded. Grant Restrictions: No fireworks No NAF labor (only on orders, per diem, and expenses) (no admission cost will be reimburse) No internal MWR to MWR charges No artists’ flights, meals, lodging or non show fee expenses No expense considered personal in nature (lodging expenses), individual admission fees, entry ticket expenses, or personal equipment rentals (paintball gear, ski equipment, etc) Funding for facility/everyday operation supplies are not authorized

Rec Program Grant 411 Con’t Liberty Video Equipment Reimbursement Program For video games, consoles, and other video game equipment No pre-approval needed Make the purchase and submit for reimbursement within 30 days of purchase. Just complete Part 1 to include routing with Signatures. Submit receipts to match Grant

Rec Program Grant Submission When submitting the grant only attach 1 grant per email. Please only email rec_prgm_grants@navy.mil as the Rec Grant Committee can all access and respond in a more timely manner and helps prevents emails/grants getting lost in a personal email box. Put base name, program/event name, and date in email subject. Submit to your region in a timely manner to ensure the request gets to CNIC before the deadline.

Rec Program Grant Deadlines Grant Timing: routed to HQ 2 months prior to event Can submit earlier, but won’t be evaluated until 2 months prior. PLEASE ADD SCREEN SHOT OF DATES, THANK YOU! 

SE Region’s Process For all CNIC N9 Grant forms the installation completes the grant form Must be signed by local MWR Director, MWR Director sends to amy.cimino@navy.mil for signature/processing/sanity check. Starting this year Amy Cimino-Shockley keeps an extremely tight grant log of all the Region’s grant request Amy Cimino-Shockley track when it was submitted, when processed and any document #/IO# and when AAR were submitted.

Northwest Region’s Process Activities submit grant requests via their chain of command with the MWR Director endorsing and sending to the Region MWR Program Manager for second endorsement. Grants are to be submitted to RPM no later than 1 week before CNIC deadline. Region Program Manager reviews submission and either endorses, disapproves or asks for more information to be provided. If grant is endorsed the RPM will send to the CNIC Rec Grant e-mail address and cc our Region Admin, Region Budget Office, Installation MWR Director, Installation Recreation Director, CR Manager and CR Programmer. This informs all parties that I've sent the grant to CNIC and when CNIC approves/disapproves it goes back to everyone I cc'd on my submission e-mail. Region N92 Admin Clerk updates our grant tracking tool (attached) monthly and places the name of the event and date in her outlook calendar and sends a reminder to the activity and let them know that they have 5 days to turn in their Grant AAR with supporting documents. Once Grant AAR's have been submitted to the RPM it is reviewed, endorsed or kicked back for more documentation/corrections and forwarded on to CNIC for liquidation. Region Admin updates the grant tracking tool until completed and liquidated. Through-out this process, Region Admin and Region Budget are making sure information is correct and if there are any delays in reimbursement the RPM is notified and an e-mail sent to CNIC for status update. Grant information is briefed to Installation CO and RECOM quarterly by Region N92.

NDW Region’s Process Employee from their department seeking a CNIC N9 Grant completes the grant request form then sends to their MWR Director. MWR Director signs and sends it to our Region N92 (Mike Jones). He signs the grant and then forwards to headquarters. The employee completing the form, MWR Director, and Region N92 is copied on all the emails. If multiple grant requests are being submitted at one time then each grant is sent per email.

Southwest Region’s Process Print grant request and log appropriate information in the Grants FY-17 spreadsheet to the respective installation tab. Thomas reviews/approves. Once reviewed/approved, forward original email to: aurora.francisco@navy.mil; copy to: norie.esguerra@navy.mil; lorie.jones@navy.mil; melanie.tiet@navy.mil; and all others addressed on the original email. Aurora digitally signs and forwards the grant to CNIC for approval. (record the date sent to CNIC on the spreadsheet) CNIC has implemented deadlines for requests this year. Attached in the email is the schedule. File name is Grants News FY17.pdf Region has implemented a deadline as well to ensure the requests are received by CNIC on time. For example: an event any day of the month in May must be to CNIC by 1 March. That means that request must be to region no later than 20 February. This gives time for rework, questions to be answered, and digital signatures. A grant that is either approved or declined by CNIC is emailed back. Record the approved date on the spreadsheet. Or record as declined. In order for an installation to receive grant payment they must submit the After Actions Report (AAR) on the approved grant request sent from CNIC. The AAR is due back to CNIC within 30 days. Included with the AAR site must provide receipts/invoices. When the AAR is received, review it to ensure the financials and receipts/invoice match up. Forward for processing to: aurora.francisco@navy.mil; copy to: norie.esguerra@navy.mil, lorie.jones@navy.mil, melanie.tiet@navy.mil; all others addressed on the original email. Record dates sent on spreadsheet CNIC will send an email saying the AAR is ready to be processed. Record this on the notes section with the date. CNIC will send an email with the SE# for payment. Make sure individuals from the site are on this email. Record under paid column of spreadsheet.

EURAFSWA Region’s Process Submitting Form Complete CNIC N9 Grant Form FY17 (encl. 1) and obtain your installation chain of command’s approval. http://www.navymwr.org/resources/MWR_program_grants/ Ensure all boxes are completed. Submit form to N92 Region representative for approval. N92 Region representative shall submit to Region Business Office (RBO) and CNIC for approval. CNREURAFSWA_NRBO_N9_GRANTS@eu.navy.mil rec_prgm_grants@navy.mil Approve / Disapprove the Grant Request If approved from CNIC Program Grants, the CNIC Program manager will complete Part III of the grant form and forward the completed grant form to the RBO N94 share folder. If the grant is not approved, the CNIC Program manager will mark the form disapproved and returned it to the Site Manager/Director who requested the grant and Regional Business Office.

Guam’s Region Process Please reach out to your Region for your Region’s process on the submittal of the CNIC N9 Grant Form.

Korea & Singapore Region’s Process Please reach out to your Region for your Region’s process on the submittal of the CNIC N9 Grant Form.

Hawaii Region’s Process Please reach out to your Region for your Region’s process on the submittal of the CNIC N9 Grant Form.

Japan Region’s Process Please reach out to your Region for your Region’s process on the submittal of the CNIC N9 Grant Form.

Mid-Atlantic Region’s Process Grant forms must be completely filled out and include proper Installation level signatures. Grant forms must be turned in to the region business office FRSC POC no later than 24 hours prior to the CNIC deadline in order to allow time for processing and submission. 72 hours plus-is preferred. Late requests will not be processed or submitted to the Grant Mailbox, but will be returned to the IPD. IPD is CC'd when the grant request is turned in to the Grant Mailbox. CNIC replies to all on the email approvals/denials so FRSC does not forward to IPD. At times, CNIC has questions about the grants which need to be answered, so those emails do need to be monitored at the site level as they are questions FRSC cannot answer about the programming of the events. FRSC follows up if grants are not approved by end of the approving month (ex. April grants approved by end of February). Some installations submit grants months in advance and we submit to CNIC as they are received, so we do not follow up after 30 days. AAR's are due to FRSC no later than 30 days following the completion of the event. AAR's should include all appropriate documentation outlined in the CNIC grant SOP and also the attached form internal to MIDLANT. (Ref attached spreadsheet) AAR's should be completed by the programmer/traveler/etc—but should be routed through the IPD, for submission to FRSC. The final step is CNIC approving the grant for reimbursement and posting the Reimbursement in SAP, at which time they reply to all on the original email chain when grant was submitted so FRSC does not forward to IPD. POC at MIDLANT FRSC: Ms. Candace Hannold EMAIL: channold@mwrma.com

After Action Process Submit final budget to include all program income/revenue. Must include expense category totals for reimbursement . A cover sheet with receipts to help explain receipt expenses is super helpful! Remember your info is standing on its own and the easier it is to understand prevents delay and minimizes error in reimbursement. Copies of an event flyer, receipts, paid invoices, mess req, and other documentation. AARs must be completed and returned with documentation 30 days from event date. Back-up documentation must match grant total. Incomplete or packages with errors will be returned. If there are other expenses on receipts that aren’t applicable, please annotate it on the docs. Don’t forget the actual attendance & final grant amount! Route to Region for approval and Signature

Questions?? Questions and POCs Send All Questions and Grants to Rec Program Grants Email: Rec_Prgm_Grants@navy.mil Grants Info Website: www.navymwr.org/resources/MWR_program_grants