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Should I Apply?
WHAT DOES THE DJ&T FOUNDATION FUND?
The DJ&T Foundation has two programs:
1) Clinic grants for the establishment of on-site or mobile surgical units, spay/neuter transport vehicles, and equipment for new and established clinics, etc. NOTE: We no longer pay for the purchase of RV type units.
2) A reimbursement SNAP voucher program.
Through our SNAP reimbursement program, we underwrite low-cost and free spay/neuter surgeries for people who cannot afford to have their dogs spayed or neutered. This program is for "owned" dogs only, i.e.: people's pets. It may NOT be used for dogs in adoption, foster, rescue or sanctuary programs. The program is to be used in the community, with emphasis on medium and large dogs in high problem, "target" areas. Prevention at the source is the key to success.
501(c)3 humane organizations may apply for both SNAP and Clinic grants at the same time. (Also see the FAQ sections pertaining to "Filling out the application.")
The DJ&T Foundation funds organizations that engage in various animal protection programs; however, it is particularly interested in organizations that devote most if not all of their resources to preventing the next generation of homeless dogs, or wish to start such a program.
WHAT DO YOU MEAN BY "COMPANION DOGS"?
A companion dog is a dog already owned by someone. These are people's pets: owned animals that the owner plans to keep. We do not fund surgeries for shelter dogs, strays, or dogs owned or kept by breeders, or in adoption, foster or rescue programs. Vouchers may not be provided to breeders, "hoarders/collectors," or anyone who exploits or profits from the exploitation of animals in any manner whatsoever.
DO YOU EVER SPAY/NEUTER DOGS AT THE TIME OF ADOPTION OR ANYTIME THEREAFTER?
NO. It is the responsibility of the organization doing the adoption to charge an adequate enough adoption fee to cover the cost of the spay/neuter. If applying for a SNAP grant, be sure to carefully read the stipulations stated on the application form.
ARE DJ&T SNAP GRANT FUNDS RESTRICTED?
YES. Our SNAP Grant funds are strictly for companion dogs. Furthermore, should you receive a grant, funds are allocated by weight, regardless of age, per your contract with us. Generally, seventy percent of grant funds are for the spay/neuter of medium/large dogs, forty pounds and up, and the remaining thirty percent available for small dogs and puppies, thirty-nine pounds or less. If the grantee does not place an emphasis on medium and large dogs as required, future grants may not include funding for small dogs.
DJ&T FUNDS ARE NOT RESTRICTED TO YOUR COUNTY.
We have no geographic restrictions.
WHAT DO YOU CONSIDER TO BE A MEDIUM OR LARGE OR SMALL DOG?
Medium or large dogs weigh forty (40) pounds or more, at the time of surgery, regardless of age. Some large and giant breed puppies may weigh forty (40) pounds or more before they are fully grown.
Small dogs weigh thirty-nine (39) pounds or less at the time of surgery, regardless of age. This includes puppies, regardless of breed, if they weigh thirty-nine pounds or less at the time of surgery.
WHAT ABOUT LARGE-BREED PUPPIES?
Puppies are small dogs. Small dog funds are provided to spay/neuter puppies and other small dogs thirty-nine (39) pounds or less at the time of surgery, regardless of age.
SNAP grants may be used at participating vet clinics and/or a grantee's own clinic.
DO YOU EVER FUND RETROACTIVELY FOR A PROGRAM WE'VE ALREADY DONE?
No.
DO YOU EVER FUND MUNICIPAL AGENCIES?
No. Per our bylaws, we can only fund organizations that have received 501(c)3 status from the IRS.
Filling out the Application
PLEASE READ THE APPLICATION CAREFULLY.
WHAT'S THE DIFFERENCE BETWEEN A CLINIC GRANT AND A SNAP GRANT?
CLINIC GRANTS:
The DJ&T Foundation reference to "Clinic" is always used in the technical sense to describe a surgical facility or unit, and not the spay/neuter events organizations sometimes refer to as "clinics."
Clinic grants are for the purchase of surgical equipment and cages suitable for dogs, especially medium and large dogs (forty (40) pounds and larger). We help renovate or build low-cost spay/neuter clinics, including mobile and MASH clinics. We also purchase vehicles to help organizations transport dogs to be spayed/neutered and return them to their owners. We no longer purchase RV type units. We do not fund cat-specific equipment.
SNAP GRANTS:
A SNAP grant is a voucher program where we reimburse you for the cost of spay/neuter surgeries. SNAP grants underwrite the cost of surgeries for people who cannot afford the cost of spaying or neutering their dog. This is the grant you want if you issue vouchers or coupons to dog owners for them to use at local vets to lower the cost of the spay/neuter surgery, or if you are a low-cost clinic and wish to help people who cannot afford even your low-cost surgery prices.
WHAT DO YOU MEAN BY "BUDGET"?
For a SNAP grant, the budget of the program is the amount the vets are actually going to charge for the spay/neuter surgeries. We need a vet fee schedule for every vet you plan to use. We expect that there will be differences based on weight and gender, and that there may be additional costs for in-heat or pregnant dogs (if there are no additional fees, or if your vet will not perform spays on in-heat or pregnant dogs, please include that information.) We do not want average surgery costs, but an actual vet fee list for every vet you plan to use. It does not need to be on vet letterhead - you can type up the information yourself - but it does need to be correct and easy to read, and must state any additional fees the vet(s) may charge to the client. Do not bunch various vets and fees together. State the name of the veterinarian/clinic and spay/neuter prices in separate columns for male and female according to weight. If you are the clinic, we need your fee schedule for dogs presented in the same manner.
For a Clinic grant, the budget needs to be as follows:
- a one-page list of the items you would like us to purchase with exact prices, totaled up at the bottom of the page. This is the number you will enter on page two of the application, under question 4: "Amount of Grant Request."
- a one-page list of vendors with complete contact information: vendor name, address, website, phone number, e-mail address. If you have a rep, we need the rep's name and direct line.
- for EVERY item you are requesting, with the exception of consumables, we need to see the catalog page, ideally with picture. If you don't have a physical catalog to photocopy, you can usually print the item from the vendor's online catalog. Please circle the picture of the item and highlight the model number so that we can see exactly which item you are requesting. If you are asking us for something not in a catalog - i.e.: remodeling funds or a van - please provide a written estimate.
CAN I APPLY FOR BOTH A CLINIC AND A SNAP GRANT?
Yes. Please submit a separate application for each grant. If applying for both at the same time, only one set of financial documents is needed.
IS THERE A TIME FRAME FOR SPENDING THE SNAP GRANT?
Yes. All SNAP funds must be spent within one year of the date of your contract, or else they revert back to the Foundation. The Foundation will not be responsible for the cost of any procedures performed after the expiration of your grant.
I'M FILLING OUT THE FINANCIAL INFORMATION. WHAT DO YOU MEAN BY "RESTRICTED FUNDS"?
We mean money that either you have set aside for a specific purpose, or that you have been granted for a specific purpose - for instance, for the purchase of a building, etc, or contributions restricted by the donor for a particular purpose. This may not come under yearly revenues but it would still be an asset, so we ask you to include it here.
WHAT DO YOU MEAN BY "CONTACT PERSON"?
Your organization will receive an application interview. For this interview, it will be necessary for our representative to speak with someone who has a detailed knowledge of your organization, your proposed spay/neuter program, and your grant application. Please make sure this is the person listed as contact person.
Each contact person must be familiar enough with all of your organization's activities to answer specific, detailed questions for the DJ&T interviewer, including number of animals, if any, in your care, how long you keep them, the longest you've kept any animal, and your proposed or existing spay/neuter program, etc. We do not conduct interviews via e-mail.
DO I NEED TO GIVE YOU MORE THAN ONE CONTACT PHONE NUMBER?
Yes. We need all numbers available at which the contact person may be reached during normal business hours. If there is only one number available, please provide numbers for an additional, back-up contact person. Additionally, if you have no land line at home, please let us know that; don't just list your cell phone number as the home number. Please list the days and/or times, including evening hours, when you can be reached. If you are hard to reach, please provide, if possible, another person as a back-up contact.
DOES IT MATTER WHICH I SEND, A 990 OR A FINANCIAL STATEMENT?
Yes. If your organization's revenue was over $25,000 in the last fiscal year, please provide a 990.
DO YOU HAVE ANY TIPS ON HOW TO WRITE A SUCCESSFUL APPLICATION?
Absolutely. The best strategy of all is to have a detailed plan in place. How will you reach people who need financial assistance to have their dog spayed or neutered? We place an emphasis on medium to large dogs; how will you find them and target their owners? How will you convince owners to get their dogs fixed? Will you be able to help transport the animal to the vet if the owner has unreliable transportation? What vets will you use and how much will they charge? You need to know how the program will work, in detail, before you ask us to fund it. If you have a program in place, describe in detail how you conduct it. Tell us in your own words about the animal-related problems in your community.
PLEASE KEEP A COPY OF YOUR APPLICATION FOR YOUR REFERENCE.
Renewing a Grant
I ALREADY HAVE A GRANT WITH YOU. HOW DO I RENEW IT?
You need to fill out the most current application (download the most recent application form within two to three weeks of mailing your application, or contact the DJ&T office and ask that one be mailed to you.) We need all supporting material, just as if you were applying for the first time.
In addition, please include any good news in a cover letter. What have you been able to accomplish with DJ&T funds up to this point? What difference have you been able to make for individuals and their dogs, as well as your community? Please also let us know in your overview what else is going on in your community. What problems have you faced, or continue to face, in trying to convince people to get their dogs fixed? What solutions have you tried?
WHEN CAN I REAPPLY?
Your contract will always spell out when you can reapply. Please read it carefully. Unlike most grants, you may reapply for a SNAP grant more than once a year. A Clinic Grant can only be applied for once per year.
AM I GUARANTEED ANOTHER GRANT?
No. There is no guarantee that a grant request will be approved or renewed. Even if an organization has received several grants, it should never assume that it will receive further grants, therefore a grantee must stop issuing vouchers once their grant funds are depleted. Vouchers issued after funds are depleted or prior to a new grant signed by both the DJ&T Foundation President and by the grantee will not be paid.
An interview does not mean you will be approved, it is merely part of the process. The information gathered during the interview will be reviewed by the Board in order to make a determination.
HOW LONG WILL IT TAKE FOR ME TO HEAR?
If everything is in order in your application, it will take two to four months. You will hear from us either way.
After You Receive Your Determination:
MY SNAP GRANT REQUEST WAS APPROVED. WHAT HAPPENS NEXT?
If approved, you will usually receive two contracts from us, one for medium and large dogs (40 pounds and up) and one for small dogs and puppies (39 pounds and under at the time of surgery.) They should BOTH be signed and immediately returned to us. PLEASE RETURN THE ENTIRE CONTRACT FOR BOTH CONTRACTS; do not send only the signature page. We will return complete, fully-executed contracts to you in two to three weeks.
You may not proceed until your contract is signed by the DJ&T President and mailed back to you. Once you have received your fully-executed contract, you may begin to issue vouchers according to the terms of our contract.
Once you begin issuing vouchers, you must invoice the DJ&T Foundation on a Monthly or Quarterly basis, but NO LESS FREQUENTLY THAN QUARTERLY. Vouchers that are not invoiced in the time period required may not be paid. Do not wait until you have spent your entire grant to invoice us. The paperwork needed to invoice the Foundation, along with directions and sample completed invoices, is included with your contract. If your paperwork is complete, we turn checks around within ten working days. Incomplete paperwork can result in significant delays. If you have any questions regarding invoicing, please contact the office at (323) 465-9955; we are happy to provide information to assist you to fill out the paperwork.
IF YOU USE OUTSIDE VETERINARIANS, we need four things from you to be able to issue your check:
- A completed DJ&T Invoice form
- Logs filled out for every client
- A vet invoice showing the dogs in question were fixed, and for the same amount you are invoicing; and
- Proof that you are paying your vet (copies of canceled checks preferred)
Regarding proof of payment to your veterinarian(s): you do not need to pay your veterinarian before we pay you. On the contrary, we assume that you will be unable to pay for the surgeries until we've issued your check. The first time you invoice us, we do not need to see proof of payment. The next time you invoice us, we need to see that you've paid your veterinarian at least as much as we reimbursed you for. So, for example, if the first time you invoice us under a SNAP grant, you ask us for $500, we only need the DJ&T Invoice form, the Log Sheets and the invoices from your veterinarian. The second time you invoice us, let's say you invoice $1000: this time, we need (in addition to the paperwork, above) a copy of a canceled check showing that you have paid your veterinarian at least the $500 that we sent you the previous month. If sending canceled checks is a problem, or if you have any questions or concerns, please feel free to call us IN ADVANCE so that we may help you put together the most complete paperwork possible. We are unable to accept paperwork that would not be accepted by our auditors. Incomplete or improper paperwork will delay reimbursement.
IF YOU ARE THE CLINIC AND SPAY/NEUTER ALL THE DOGS IN-HOUSE, we need:
- A completed DJ&T Invoice form signed by your lead veterinarian. This must be an original signature. By signing our invoice form, the veterinarian is affirming that these dogs were spayed or neutered, and that he or she is being paid for their services.
- Logs filled out for every client.
We do not need vet invoices or proof of payment; the veterinarian's signature on the DJ&T Invoice takes care of both of those issues.
Please have your entire Board read the contract. There are several important points - including ways in which you may be in breach of contract - and it is critical that everyone on your Board be aware of the parameters of the grant. If you have any questions, please call the office at (323) 465-9955. We are happy to answer any questions that you may have. We want you to succeed. Should you know of another organization that has a DJ&T grant, please do NOT go to them for answers to your questions; almost without exception, you will be given incorrect information. Please contact us directly.
MY CLINIC GRANT REQUEST WAS APPROVED. WHAT HAPPENS NEXT?
If approved, you will receive a contract from us. It should be signed and immediately returned to us. PLEASE RETURN THE ENTIRE CONTRACT; do not send only the signature page. We will return a complete, fully-executed contract to you in two to three weeks.
Along with your fully-executed contract, we will send you the grant funds according to the terms outlined in the contract for your Clinic Grant. You must send us Quarterly Reports fully accounting for the funds spent (including invoices and copies of cancelled checks) until all the Grant funds have been expended. A Quarterly Report form is included with your contract, and must be used when filing your reports.
Please have your entire Board read the contract. There are several important points - including ways in which you may be in breach of contract - and it is critical that everyone on your Board be aware of the parameters of the grant. If you have any questions, please call the office at (323) 465-9955. We are happy to answer any questions that you may have. We want you to succeed. Should you know of another organization that has a DJ&T grant, please do NOT go to them for answers to your questions; almost without exception, you will be given incorrect information. Please contact us directly.
MY GRANT REQUEST WAS DENIED. WHY?
Unfortunately, we cannot fund all grant requests. The Board has a policy of never commenting on denials. However, you may reapply.
HOW DO I MAKE THE GREATEST IMPACT ON THE CANINE POPULATION IN MY AREA?
Targeting high-problem areas is essential. Target areas are pockets in the community with large numbers of dogs and where most of the cruelty and neglect problems occur. We stress the importance of placing emphasis on medium and large dogs because they produce the largest litters of puppies that are the least-often adopted. They are more likely to be outdoor dogs and more likely to get pregnant and roam free. Medium and large breed puppies and dogs fill the shelters and are most often the ones euthanized or caged for too long.
The SNAP Grant is not just for medium and large dogs in general, it is for medium and large dogs belonging to people in your community who need financial assistance in order to get their dog(s) spayed or neutered. Usually, that's the majority of people in target areas. However, the DJ&T grant is for anyone who can not afford to get their dog(s) "fixed," whether they live in a particular target area or not.
Typically, our grants provide some funds for smaller dogs and puppies, but focusing on medium and large dogs which can have two large litters a year is the most efficient way to tackle the overpopulation crisis, and the quickest way to see results.
WHAT ARE SOME OF THE BEST WAYS TO DO OUTREACH?
Your target population typically does not read newspapers, pay attention to PSAs on the radio, look for your website, or receive your newsletter, and most have never taken their dog to a veterinarian. The people you need to reach are unlikely to be shopping at pet stores or specialty pet supply stores. So, obviously, these are not going to be the best places to reach the majority of people who need financial assistance.
Creative fliers are the most effective way to get the word out. Pick a neighborhood overrun with medium and large dogs and plaster it with fliers with tear tags with your phone number. Be sure to include contact information on the body of the flier. The DJ&T interviewer can give you some ideas for fliers that will attract attention. Many people do not know what spay and neuter means, so we require that you include "fix" along with (or instead of) spay/neuter on fliers and in other forms of advertising.
You may not advertise the program as FREE, nor may you include the prices on the flier. Also, do NOT put any weight or time restrictions on the flier. You simply need to say that you have financial assistance available and they should call you for information. Do not put details on the flier.
Place fliers in Laundromats, thrift stores, social services, food banks, employment offices, low-cost shot clinics, etc. - places where people go for help. Fast food restaurants, schools, neighborhood markets, feed stores, and community centers and events are also helpful. If possible, go door-to-door. Urge the people you help to tell others. Give a stack of business cards and fliers with a simple spay/neuter "fix" your dog message to animal control, social workers, teachers, etc. - anyone who goes into the community and has direct contact with the people who most need your help. Urge animal shelter employees to refer people who bring in puppies or who are giving up their dog because it keeps having puppies. You can also read the "free to a good home" ads and call to see if they need help fixing the mother dog.
Always ask people how many dogs they have. The DJ&T Foundation will "fix" 5 dogs per household. In certain circumstances, we may consider more than five dogs, but that is handled on a case-by-case basis, and requires you to phone the DJ&T office to get permission in advance. Also, while we want you to try to fix every animal at the same time, that's not always possible, and families are not limited to receiving vouchers only once.
The more you can identify and target people who allow their dogs to have more than one litter, the faster you will make a difference in your community. Targeting and volume are the keys to success.
Ask people who call for your help how they heard about your program.
You may leave applications at various locations or give applications and/or fliers to others to help distribute, but only the grantee may issue vouchers.
Do as much as possible by telephone when screening people for spay/neuter assistance and mail the voucher to them. Requiring people who need your help to drive to a location to pick up a voucher is impractical. Many do not have reliable transportation, the cost of gas may be an issue, or they may lose income if they have to take time off from work to obtain vouchers and then again to take their dog(s) to be spayed or neutered.
Unfortunately, apathy is a major problem so the process has to be as easy and convenient as possible. Just getting the dog to the vet will be a major accomplishment.
Some organizations say they only want to help "responsible pet owners." Responsible pet owners are not the problem, and the poor dogs who belong to irresponsible pet owners are those that need your help most of all.
HOW DO YOU HANDLE CO-PAYMENTS?
Some people may be able to make a generous co-payment, while others may not be able to contribute any amount. The amount of assistance is based on individual need. If necessary, the DJ&T Foundation will pay the entire cost of the surgery, for up to 5 dogs per household. If someone has 4 dogs and they can may a certain co-pay to spay/neuter 2 of the dogs, and tell you that at a later date they can make an additional co-pay to fix the remaining two, you should reply that you'll accept whatever co-payment they have - or none, if they can make no contribution - but you want to schedule ALL the dogs to be fixed at the same time, if possible. If you don't, most likely they will spay and neuter the inside dogs and not those living outdoors, or they will spay the females and not "fix" the males.
When necessary, the DJ&T Foundation will pay the entire cost of the spay/neuter surgery. However, you may NOT advertise the program as "free." You may NOT demand a co-payment or set a specific amount as a set co-payment, but we do want you to at least ask if they can make a co-payment towards the cost of the surgery. Often they will ask, "How much is it?" or "How much is required?" You should tell them to contribute any amount they can manage without creating a hardship. The co-payment can be paid to your organization or to the vet at the time of the surgery. Co-payments do not go into your own fund, but must be deducted from the amount billed to the DJ&T Foundation. If the person needs to get vaccinations and can't afford both the co-payment and the shots, waive any co-payment they agreed to.
You may not require or request that a person seeking assistance from our program volunteer time or work in lieu of a co-payment, nor may you ask for deferred co-payments. As stated in our contract, no one may be turned away because of an inability to pay. Don't pressure or chide people. If you make them feel uncomfortable, embarrassed, or ashamed, you probably won't hear from them again, and if they have agreed to "fix" their dog(s) and run into problems, they won't call you. If that happens, you lose the battle and fail the dogs who desperately need your help. People will sometimes agree to pay more than they can afford, or may have more money at the time they call than when their appointment rolls around. Always keep lines of communication open and tell the person that if for any reason whatsoever they can't keep their appointment, to call - you want to help. If the agreed-upon co-pay is a problem, waive it. Tell the client to keep the appointment and you will pay the entire cost of the surgery.
It is better to use the term "Co-pay" rather than 'contribution' or 'donation' so that people requesting a voucher understand that they are contributing (when possible) to the cost of the spay/neuter surgery and not to your organization.
WHO MAY RECEIVE DJ&T ASSISTANCE?
The DJ&T Foundation is not restricted to those on government assistance, limited income, low income levels, or poverty levels based on government guidelines. We do not require a means test or proof of income. Our grant is for anyone who is financially unable to s/n their dog(s). It is also not for anyone and everyone: we don't want to help those who can afford the cost but are looking for a bargain. Our grant is designed to provide a safety net for those who typically "fall through the cracks," which includes people who earn too much income to qualify for most assistance programs, but not enough to get their dogs "fixed." It is to be provided based on individual need. Many people who earn an average income may not be able to pay the cost to spay/neuter multiple dogs, especially medium and large dogs, and need some level of financial assistance to get their dogs "fixed."
DO YOU PAY FOR SHOTS?
No. The DJ&T Foundation pays for spay/neuter surgeries, including pregnant, in-heat and cryptorchid, etc; anesthesia; pain medication; and antibiotics in connection with the surgery. We do not pay for vaccinations or rabies shots, nor do we allow elective, "cosmetic" or mutilating surgeries to be performed at the same time as the spay/neuter surgery. We do permit additional procedures for the health of the dog to be performed at the time of the spay/neuter surgery at the client or grantee's expense.
HOW DO WE KNOW WHICH VETERINARIANS/CLINICS TO REFER CLIENTS TO?
We expect you to use the veterinarians who offer the best prices and do not tack on extra fees for things clients cannot afford to pay. Be sure to ask if there are additional charges not included in the quoted spay/neuter fee. Above all, any vet you use must be licensed, competent, ethical and humane, and preferably a progressive vet who is capable of performing pediatric spay/neuter surgeries.
Hopefully, the veterinarians in your community offer reasonable prices to everyone. But if not, ask them to discount their prices for the people you refer to them. Let them know that you have limited funding and that you do not plan to assist those who can afford his/her services. The only people you will refer are those who do not have the financial means to get their dog(s) spayed/neutered without assistance. Tell them you plan to target high-problem areas, and the dogs you are trying to help have litter after litter of puppies that seldom get adopted or live a humane existence, most of whom are doomed before they are born. Savvy veterinarians realize that people are more likely to seek vet care for their dogs once they have only one or two to care for.
NOTE: You may NOT use or reference Mr. Barker (Bob Barker) or the DJ&T Foundation in any manner whatsoever in the promotion of your program.
Nothing else you do will alleviate as much suffering or prevent the killing or "warehousing" of adoptable pets as quickly or efficiently as spaying and neutering. Prevention of the next generation of homeless pets should be the goal of every humane organization, but it must begin at the source - in the community - before, not after, the damage is done. It is impossible to "adopt out" of the pet overpopulation crisis.
-- Nancy Burnet, Executive Director, DJ&T Foundation
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