Grant Application Process/Distribution/Indiana Code

  • Determine project you would like funded.
  • Receive grant application from the September 5, 2019 grant workshop, contact office, or download application from website after August 15, 2019 posting.
  • Complete all required forms and compile all required information. 
  • Include a letter of formal approval from the authorized agent of the legal agency applying (e.g., agency director, board chair) on agency letterhead.
  • Make 5 copies of the application and submit the original completed application and the five copies with letter of approval, tax status and insurance documentation to: Porter County Substance Abuse Council, 57 S. Michigan Avenue, Suite 203, Valparaiso, IN 46383, no later than 12:00 p.m. by October 4, 2019 at 12:00 noon.
  • If your organization is a 501(c) 3 you will need to submit a copy of your not-for-profit status, copy of board of directors meeting minutes reflecting approval of the submission, name of board members. 

Local Drug Free Communities Grant Dollars are available from the countermeasure fees that are collected from DUI/OWI and drug interdiction convictions in Porter County. Per state mandate the dollars from this fund must be distributed as follows:

1. 25% for prevention and education

2. 25% for intervention and treatment 

3. 25% for criminal justice and law enforcement

4. 25% for administrative costs

The Indiana Code (section 5-2-11) defines these program areas as:

1. Prevention means the anticipatory process that prepares and supports an individual and programs with the creation and reinforcement of healthy behaviors and lifestyles.

2. Intervention means 1) activities performed to identify persons in need of addiction treatment services; and 2) referring persons to or enrolling persons in addiction treatment programs.

3. Criminal justice means programs that assist: law enforcement agencies; courts; correctional facilities; programs/equipment that offer probation services; and community corrections programs; with individuals who have alcohol or drug addictions and who are suspected of having committed a felony or misdemeanor, have been charged with a felony or misdemeanor, or have been convicted of a felony or misdemeanor.

Grant Review Criteria

Grant applications will be reviewed by the Grant Selection Committee (GSC) comprised of 3 or more individuals from outside the Porter County Substance Abuse Council and 2 from the coalition. The members of the GSC will review all grant applications based on a set of criteria that has been approved. The following is a list of the Grant Application Criteria against which the applications will be reviewed. 

1. Participation in coalition

The Condition of Award specifies a required number of in-kind hours that each agency must complete by the end of the project year. Each grantee is required in-kind that equals half of the total dollar amount funded. Agencies receiving grants are expected and contractually bound to fulfill their obligation of active participation.  Previous grant award in-kind and participation will be considered.

2. Interagency Collaboration

Agencies willing and able to collaborate on a program or evidence-based strategies with other agencies to reduce community duplication of service is favorable.

3. Innovative/Creative Evidence Based Programs or Strategies

Programs or strategies that are innovative, creative and trending in the approach to substance use disorder is desirable.

4. Number of people served

Applications that serve more people based on the service and the population is favorable. 

5. Cost per person

Programs that have a lower cost per person well received.

6. If a current program, demonstrated outcomes

If a new program, expected outcomes

Outcomes are vitally important to the work the PCSAC is funding. Programs should be able to demonstrate either past successful outcomes or predict future outcomes based on information and documentation. Clear and descriptive narratives expected with correlating documentation from evidence-based sources, (Peer/Published Journal citations, local successes).

7. Evidence based

Programs that are evidence based are more likely to be funded.

8. Evidence of community support

Organizations that show support from the community. Provide documentation of other group’s support, funding from other sources, an MOU with a provider (if applicable), letter from School Board, etc.

9. Budget evaluation

A budget that is transparent, clear and detailed is required.

Include program budget, not organization budget.

10. Adherence to the CCP

Programs that adhere to the Comprehensive Community Plan is a requirement. Pick out a Problem Statement and at least one objective.

11. Previous funding/sustainability

Programs that are actively seeking additional funding dollars, from other sources. What is your sustainability plan for this program to move forward without LCC funding? This is a consideration in reviewing the proposal.

12. Goals/purpose

Projects with program goals and objectives that mesh with the Comprehensive Community Plan are more favorable.

13. Logic Model

A visual representation of the proposal summarizing project problem statement, root causes risk and protective factors, local conditions and short-term and long-term outcomes.

Summary of Project

Below is the information required for your proposal to be eligible for LCC grant funding. You are to compete each question fully and completely. Type your responses/narrative underneath each numbered request. Use Arial 12 pt. for the font. Do not bold text or use all uppercase letters. When submitting proposal, submit only the application and required documents NOT the instructions. Do Not bind the proposal in folders, report covers or envelope – only the 5 copies of each proposal for Grant Selection Committee for review.

1.Name of Project

2.Estimated number of people to be served between January 1, 2020-December 31, 2020

3. Agency/Organization/Business

  •  Primary business type, number of years in business, primary funding sources, governance, not-for-profit/public/for-profit status

4. Provide a description, goals and detailed timeline to accomplish this project from implementation to completion. Include any cooperative efforts within the community, and/or interagency collaborations. Is this program evidence-based or another model peer reviewed program site? If it is evidence-based and not listed on these sites, please show where it is listed.

5. Provide data to demonstrate community need for the project.

6. Explain how your program will address the Comprehensive Community Plan (CCP)? The proposal must align with at least one Problem Statement and one Objective that align with the CCP.

7. How does your project align with the Porter County Substance Abuse Council Mission Statement?

8. What target population will be addressed by this project and how many will be served?

9. What are the primary activities or services that will be provided and how they apply to ATOD prevention, treatment, recovery and law enforcement? Who will be responsible for the projects’ implementation? Please provide the name, title and contact information of those implementing the project.

10. What measurable short term and long term outcomes will be accomplished by the project? How will you evaluate or measure the success of your project?

11. How do you plan on continuing this project after LCC funding ends? 

Grant Funding Stipulations

Funding should not be used for the following:

  • General overhead expenses – overhead expenses such as rent, utilities, insurance, etc.
  • Law enforcement cannot request funding for ammunition, cars, or other equipment that would normally be funded as required by the regulatory body in order to keep forces operating. 
  • Unable to fund School Resource Officers (SRO). 
  • Organizations are encouraged to use funding for registration and tuition costs related to trainings and professional development. However, travel and lodging should be excluded.
  • Funding WILL NOT compensate for a short fall in general operating and administrative costs. Do not expect this grant to cover salaries unless it is for a specific initiative, program or service that cannot be provided without the key person (facilitator, therapist, counselor or sponsor, etc.)

Porter County Substance Abuse Council Reserves the Right to:

  1. Negotiate a modification of the plan and/or budget.
  2. Examine physical location, books, documents, papers, accounting records and other relevant information pertaining to the administration of the program at no cost to the partnership.
  3. Deny funding to an application that does not adhere to the Council’s mission or align with the Comprehensive Community Plan problem statements and objectives.
  4. Deny future funding to an application that does not adhere to the Condition of Award, or where there is a misappropriation of funds.
  5. Deny funding to any incomplete or late applications.
  6. Seek additional information from the applicant prior to or during the review process by email, phone, mail, or in person.
  7. Give preference to grant proposals that are evidence-based, align most closely with the CCP and introduce new and creative proven strategies to address substance use disorders.

Condition of Award 2020 Grantee Obligations

By accepting grant funds from the LCC and signing binding document, you agree to the following terms. If awarded Agency is unable or unwilling to agree with stated terms of the contract, then amount of award will be returned to the auditor for future grant distribution. 

“Agency/Grantee” will be used to define the role of the entity receiving the grant funds and “Grantor” will be used to designate the Porter County Substance Abuse Council as the funder.

  1. Agency/Grantee understands that all awarded funds are to be strictly applied to the      implementation of project goals and objectives. If Agency is found negligent, Agency      will be required to return the full award to Grantor upon request. The grant shall be used for the purposes described in the grant application and program narrative.
  2. The bills, invoices, canceled check, receipts, etc. that document  disbursements of funds will be maintained by the Agency. Copies of the documents will be furnished at the Mid-Year interval on June 30, 2020 and again when the Final grant report is submitted on December 30, 2020 or upon request. If the funds are for a one-time      expenditure receipts will be submitted to the Grantor at the Mid-Year on December 30, 2020. The Executive Director and/or the Board of Directors has the right to access and examine records and documents related to the grant administration and outcomes      during site visits if requested. It is understood that records and documents are to be maintained for a minimum of 5 years by the Grantee.
  3. Under no circumstances may grant funds be expended, borrowed (inter-fund) pledges, or transferred for reasons not associated with the stated purposes contained in the grant application without approval of the Grantor. Request will be submitted in writing to the Executive Director of the Porter County Substance Abuse Council one week prior to the monthly Board of Director’s meeting (fourth Thursday of each month). If unapproved changes are made Agency understands that grant funds shall be returned to the Grantor for deposit into the LCC Drug Free Community Fund.
  4. Any unused (not spent or unaccounted for dollars as documented by invoices,      receipts, etc.) will be returned to the Grantor at the end of the grant cycle, December 30, 2020 or before. If Agency is unable to produce a receipt or invoice for      expenditure, then that amount will be refunded to the Grantor regardless of amount.
  5. It is understood that an independent evaluator will be assigned to Agency at a percentage rate proportionate to the size of the grant. The evaluation will reveal the impact of outcomes of the project.
  6. The following is required reporting and consultation schedule:
    1. Immediately following the receipt of funding check, Agency evaluator, Steve Magallan (Magallan Consultancy, Inc.) will contact Agency to discuss Agency       project and an appropriate evaluation process. Agency is responsible for communication with Magallan Consultancy, Inc. and will send all reports or requested information to the following email address:  with a cc to: 
    2. Steve Magallan will send Agency the template for the Mid-Year Report and the end of year Final Report at the first phone consultation.
    3. The Mid-Year Report is due on June 30, 2020; and the Final Report is due on December 30, 2020.  
    4. If you fail to meet this schedule, future  Agency funding may be in jeopardy.
  7. Agency project must be completed by  December 31, 2020 or before.
  8. If Agency project is partially funded by  Grantor, Agency is responsible for the completion project in its entirety using other funding sources. If Agency is unable to fulfill this obligation, then full funds are to be returned to the Grantor.
  9. Funding is NOT to be used for food,  speakers, speaker gratuities, recognition gifts, gift cards or awards.
  10. A press release must be submitted to local news media announcing the acceptance of the grant monies and the collaboration between the Agency and the Grantor. In addition, any other publicity on the funded program, credit for funding must be given to the Grantor. Any promotional pieces such as fliers, programs, brochures, social media posts or digital announcements must give credit to the Grantor. 
  11. Grantor will use the following to communicate updates and announcements to Agency: phone, email, USPS, Constant Contact and other methods deemed appropriate. Agency is responsible to update contact information in the event of the change of project director. It is the responsibility of the Agency to open the mail, email and Constant Contact announcements sent to the contact Grantor has on file. If you are not receiving emails from the Council it is your responsibility to check your Spam folders.
  12. Grantor will be notified immediately of  changes in project directors, changes of address or change in status of  organization (i.e. merger, dissolution).
  13. All funds must be used for the direct  benefit of Porter County residents.
  14. An Agency representative is required to attend a grant orientation at the time the grant funds are released to  Grantee; active participation in the coalition and annual award ceremony on December 10, 2020.
  15. Agency will remain an active partner in good standing throughout the duration of the grant. Active participation is required at coalition activities and events. Volunteer hours (in-kind) hours are required to be half the amount of total funds allotted to the recipient agency. Agency agrees to submit a monthly in-kind report by the 5th of every month. Agency representative is required to attend no less than 9 of the 12 coalition meetings, 4 committee meetings and 4 events as evidenced by sign in sheets. 
  16. The Grantor requires to be named as co-insured on Agency policy. A representative from Anton Insurance will contact Agency to arrange for receipt of the binding insurance coverage.
  17. Agency understands that failure to meet Conditions of Award may impact Agency      grant and the ability to receive future funding through the Drug Free Community Fund. If requirements are not met, funding will be returned upon request to Grantor.