1. PURPOSE

1.1.     To reduce the risk to MakeWay of entering into agreements with funders and clients that are not CRA compliant or not financially sustainable.

1.2.     To standardize the preparation, review, submission and management of funder proposals and client agreements across all MakeWay Foundation initiatives and programs.

1.3.     To set dollar limit restrictions for authorizing submission of grant proposals.

2. SCOPE

2.1.     The funder proposal policy applies to all The Foundation staff.

2.2.     The funder proposal policy applies to all proposals to external stakeholders, including, but not limited to: 

2.2.1.     Proposals to foundations, charities, governments, corporations and individuals.

2.2.2.     Estimates of cost to clients to provide philanthropic advisory services.

2.2.3.     Estimates of additional administrative cost recovery for internal activities.

3. RESPONSABILITY

3.1     It is the responsibility of all staff involved in the process of drafting proposals and estimates, to ensure that the submitted proposals and estimates adhere to this policy.

4. DEFINITIONS

5. REFERENCES AND RELATED POLICIES

5.1.     MakeWay CRA Compliance Policy

5.2.     MakeWay Gift Acceptance Policy

5.3.     All other MakeWay Core Organizational Policies

6. POLICY

6.1     All funder proposals and estimates must be reviewed by the following:

6.1.1.     A Development Lead, Program Lead, or other senior Development staff member other than the author, and

6.1.2.     A Finance Lead.

6.2. All reviewed proposals and estimates must be approved for submission as follows:

6.2.1.     Director of Strategic Programs to approve proposals for Strategic Programs if any of the following conditions apply:

• The proposal requires an authorized signatory;

• The proposal establishes a new Strategic Programs Fund at MakeWay;

• The proposal has total payments between $100 thousand and $2 million; or,

• The proposal requires approval at the director’s discretion.

6.2.2.     Director of Development to approve estimates of costs to clients to provide philanthropic advisory services if any of the following condition apply:

• The estimate requires an authorized signatory;

• The estimate establishes a new fund at MakeWay;

• The estimate has total payments between $100 thousand and $2 million; or,

• The estimate requires approval at the director’s discretion.

6.2.3.     VP, Development and Strategic Initiatives to approve proposals and estimates with total payments between $2 million and $5 million.

6.2.4.     CEO to approve proposals and estimates with total payments above $5 million.

6.3.     All proposal and estimate budgets must include contributions to operations for core support and salary recovery for The Foundation staff time as detailed in the Proposal Guidelines.

6.4.     Any reduction of the prescribed core support percentage within a proposal or estimate must be approved by the Director of Strategic Programs.

6.5.     For foreign currency funder proposal budgets, any exchange rate difference between the estimated and actual exchange rates must be allocated evenly across all budget line items unless otherwise prescribed by the funder in writing.

6.6.     See Proposal Guidelines for detailed procedures.