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Home My WebLink AboutBear Creek Elementary FundraiserDeschutes County Board of County Commissioners Discretionary Grant Program Board Meeting Date: October 6, 2014 Organization: Bear Creek Elementary School PTO Organization Description: A group of parent volunteers operating as a nonprofit to help the Bear Creek Elementary School fund extra programs, events, and materials for its students. Project Name: Bear Creek Elementary PA System Project Description: Replace outdated PA system for use in assemblies, movie nights, talent shows, and meetings held in the school gym/auditorium. Project Period: October 2014 -June 2015 Amount of Request: $1,000-$1,500 Previous Grants: None recorded. Approved: Declined: 1 Deschutes County Board of Commissioners PO Box 6005, Bend, OR 97701-6005 1300 NW Wall Street, Suite 200, Bend, OR Telephone: 541-388-6571 Fax: 541-385-3202 Website: www.deschutes.org DESCHUTES COUNTY DISCRETIONARY GRANT PROGRAM APPLICATION Today's Date: Project Beginning Date: Amount Requested: Project Name: 1 Name of Applicant Organization: Address: Project End Date: Date Funds Needed: • City & Zip Code: Contact Name(s): Fax #: ? -i Email Address: Tax ID #: Telephone #: ;�f 1 10 - cf<),, On a separate sheet(s), please briefly answer the following questions: 1. Describe the applicant organization, including its purpose, leadership structure, and activities. 2. Describe the proposed project or activity. 3. Provide a timeline for completing the proposed project or activity. 4. Explain how the proposed project or activity will positively impact the community. 5. Identify the specific communities or groups that will benefit. 6. Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures*. 7. If the grant will support an ongoing activity, explain how it will be funded in the future. Attach: Proof of the applicant organization's non-profit status. * Applicant may be contacted during the review process and asked to provide a complete line item budget. (a 1.1 2 0101A,\ Ukiio I Judith Ure From: Susan Henry <henryaaron_99@yahoo.com> Sent: Monday, September 29, 2014 3:42 PM To: Judith Ure Subject: Request for Discretionary Grant Dear Judith/Deschutes County Board of Commissioners, I got your phone call regarding this grant application for Bear Creek PTO. I tried to answer all your questions in my narrative, but I've rearranged this to separately answer each of your questions. I did not include attachments with this email this time (you already have them but if you need them again, please let me know). Thank you! Susan Henry DESCHUTES COUNTY DISCRETIONARY GRANT PROGRAM APPLICATION 1) Described the applicant organization, including its purpose, leadership structure, and activities. Greetings from the Bear Creek Elementary School PTO! We are a group of parent volunteers operating as a nonprofit who help the Bear Creek Elementary School to fund extra programs, events, and materials for our students. Our purpose is to build great kids through school and community, and we have a large community this year! Bear Creek Elementary is currently the largest elementary school in the Bend/Lapine School District with 725 students. It is also home to the only dual Spanish immersion elementary school program in the district. Our PTO leadership consists of 4 voting members: President, Vice President, Secretary and Treasurer. We have many parent volunteers, and we are working hard to do great things for our school and community! Last year we hosted monthly PTO meetings, established a Naturehood on our school grounds and at adjacent Ponderosa Park, sponsored a child through Sparrow Club, and hosted numerous fun family events including a talent show, a mother -son dance, a bike with your son day, a movie night, and a school carnival. Through many fundraisers, we are also able to fund important educational enrichment programs for the school that the district cannot fund. For the 2013-2014 school year these include accelerated reader, a language development program for special needs and ELL students, books for teacher classrooms for student use, a new carpet cleaner, many plays, an artist in residence, and a special drummer providing a music enrichment program for all students. We are planning many of the same programs for this school year! 2) Describe the proposed project or activity. Bear Creek Elementary School, in addition to having a large student enrollment, is also one of the older schools in Bend. It was built in 1963, and the PA system is BADLY in need of an upgrade. That is why we are writing to you. We would like to purchase a new PA system for the school gym/auditorium. 3) Provide a timeline for completing the proposed project or activity. We would like to purchase and complete the installation of the new PA system at Bear Creek Elementary School within the 2014-2015 school year. 4) Explain how the proposed project or activity will positively impact the community. 1 This PA system is so important to our school. Because we have the dual immersion program in Bend, we have to communicate everything in English and in Spanish. It is very difficult for the students/staff/parents in the latter half of the gym/auditorium to hear anything with the current PA system being so old and outdated. The school uses the PA system for assemblies, movie nights, talent show, and meetings, including PTO meetings. We have a lot of families that are very involved at Bear Creek Elementary, and especially since we have many Spanish speaking families, we need to be able to have everyone hear what is being said over the PA. 5) Identify the specific communities or groups that will benefit. This will impact everyone at our school - staff, teachers, parent, students, and the entire Bear Creek Elementary community. We feel the purchase of a new PA system is extremely important for our school, and that now is the time. 6) Describe how grant funds will be used and include the source and amounts of matching funds or in-kind contributions, if any. Itemize anticipated expenditures. We have attached an itemized estimate for this PA system, and as you can see the estimate is $1,841.50. We, as a PTO, would like to ask you for $1000-$1500 in discretionary grant funding with the PTO doing fundraising for the remainder. Of course if you offered to fund it in its entirety we would enthusiastically say yes! 7) If the grant will support an ongoing activity, explain how it will be funded in the future. This will be a one time purchase, not an ongoing activity. We are committed to making this happen for our school, and would appreciate any help you can provide towards this. Thank you for your consideration. Sincerely, Kathi and Mark James, Presidents Susan Henry, Vice President Erin Zubowski, Secretary Jenny Cassidy, Treasurer 2 Audio Visions Plus, Inc. PO Box 7949 Bend, Ore 97708 541-312-6464 Name / Address Bear Creek School 613 SW 13th Street BEND, OR 97702 Lisa Lovely Estimate Date Estimate # 3/13/2014 1156 Project Description Qty Rate Total Ceiling speakers for Gym JBL control 28 175 w speakers (reconditioned w/ full warranty) * includes mounting hardware Ashley KLR-2000 2 -Channel 700W @ 4 Ohm / 350W @ 8 Ohm Power Amplifier Speaker wire 250', xlr cables for amp Installation Labor per Man per hour 2 men x 2.5 hrs 4 5 Total 220.00 649.00 75.00 47.50 880.00 649.00 75.00 237.50 $1,841.50 INTERNAL REVENUE SERVICE P. O. BOX 2508 CINCINNATI, OH 45201 Date: SEP 2 0 ant BEAR CREEK PTO 51 SE 15TH ST BEND, OR 97702-1555 Dear Applicant: DEPARTMENT OF THE TREASURY Employer Identification Number: 27-3111667 DLN: 17053244342000 Contact Person: DALE T SCHABER Contact Telephone Number: (877) 829-5500 Accounting Period Ending: July 31 Public Charity Status: 509(a)(2) Form 990 Required: Yes Effective Date of Exemption: August 1, 2010 Contribution Deductibility: Yes Addendum Applies: No ID# 31175 We are pleased to inform you that upon review of your application for tax exempt status we have determined that you are exempt from Federal income tax under section 501(c)(3) of the Internal Revenue Code. Contributions to you are deductible under section 170 of the Code. You are also qualified to receive tax deductible bequests, devises, transfers or gifts under section 2055, 2106 or 2522 of the Code. Because this letter could help resolve any questions regarding your exempt status, you should keep it in your permanent records. Organizations exempt under section 501(c)(3) of the Code are further classified as either public charities or private foundations. We determined that you are a public charity under the Code section(s) listed in the heading of this letter. Please see enclosed Publication 4221 -PC, Compliance Guide for 501(c)(3) Public Charities, for some helpful information about your responsibilities as an exempt organization. Letter 947 (DO/CG) BEAR CREEK PTO Enclosure: Publication 4221 -PC -• 2 - Sincerely, Robert Choi Director, Exempt Organizations Rulings and Agreements Letter 947 (DO/CG) 1