Frequently Asked Questions

The Fit Community initiative is a designation and grants program that recognizes and rewards North Carolina communities’ efforts to support physical activity, healthy eating, and tobacco use prevention initiatives in the community, schools, and workplaces. The initiative is one component of Fit Together, a partnership of the NC Health and Wellness Trust Fund (www.HealthWellNC.com) and Blue Cross and Blue Shield of North Carolina (www.bcbsnc.com). This statewide prevention campaign is designed to raise awareness about the problem of obesity and to equip North Carolina individuals, families and communities with the tools they need to improve their health through increased physical activity and healthy eating.

A "community" is broadly defined as serving the neighborhood, town, city or county level. Designation applicants must apply on behalf of a municipality or a county. Grant applicants are strongly encouraged to focus the targeted setting(s) as narrowly as possible. This increases the chance for success when using the 5P approach, especially with an emphasis on policy and environmental change.

Ideally, each applicant will be a part of community-wide, multidisciplinary team of community leaders, professionals, and citizens who represent three or more disciplines including (but not limited to): health, planning, parks and recreation, transportation, as well as relevant school, business, and elected officials. The partnership should work together to complete the Self-Assessment for the designation application. The partnership is a prerequisite component for the grant application.

Under the NC General Statutes, a state agency, a local government, or a 501(c)(3) nonprofit organization (that has as a significant purpose promoting the public’s health, limiting youth access to tobacco products, or reducing the health consequences of tobacco use) are entities eligible to receive a grant from HWTF. For the purposes of this designation and grant program, eligible applicants are:

• county agencies;
• 501(c)(3) nonprofit organizations representing a county partnership;
• municipal agencies; and
• 501(c)(3) nonprofit organizations representing a municipal partnership.

It is expected that the lead agency from any one municipality or county will be the same for both the designation and grant funding. Other entities interested in being involved with this initiative may apply in partnership with an eligible organization to receive grant funding. Only one designation application and one grant application will be allowed per municipality, and one per county. Each municipal application must be endorsed by the Mayor, and each county application must be endorsed by the County Commission Chair. Please note that if a county applies, it is acceptable for any municipality within that county to apply separately.

The purpose of the endorsement is to avoid competing applications at the municipal level or at the county level, and to encourage collaboration between community leaders, government officials, business owners, and/or non-profit directors. Therefore, Fit Community applications must be endorsed by the Mayor’s office (for municipal applications) or by the County Commission Chair’s office (for county applications). Separate endorsement forms must be completed and accompany both the designation and grant applications (see the Fit Community Web site for both forms: www.FitCommunityNC.com

The Fit Community RFP document provides an overview of all relevant content that needs to be considered while preparing a designation and grant application. The designation program is described in Section III.; the grant program is described in Section IV. Key criteria that must be considered for both applications is included in Section II. In addition, all required steps for the designation and grant applications can be found in a checklist on the last page of each application document.

There is no minimum or maximum page count for the designation application. However, any written responses must appear only in gray, space-limited text boxes. Written responses for summary questions are typically limited to 250 words each. The designation application form must not be altered or changed in any way.

The proposed project narrative (Part II) is limited to six pages, using 1-inch margins and 11-point Arial font. This does not include the Partners Information Form (Part III) or the Proposed Budget (Part IV).

Most of the application documents are locked Word document forms and must not be altered or changed in any way (in other words, only the gray text boxes should contain new information). Any additional written material provided should use one-inch margins, single spaced lines, and 11-point Arial font. The title of all email attachments should begin with the community’s name (e.g., Wrightonville Designation App.doc).

HWTF has yet to determine whether they will have funding available for another round of Fit Community designations and grants.

Technical assistance is available during the application process and after grants are awarded. ALbD staff will be available to answer applicants’ questions and provide guidance via email or phone at any time. One conference call will be held for applicants to learn more about the process and ask questions. Additionally, three regional information workshops will be held in the east, central and western parts of the state. Grant recipients will receive ongoing technical assistance in the form of monthly calls between grantees and ALbD staff, and up to two site visits per year. All applicants and grantees may also contact ALbD at any time via phone or email to request additional assistance as needed. Grant applicants are strongly encouraged to call or email Active Living by Design early in the application process for assistance (see RFP, Section V. C. - D.).

One toll-free applicant conference call has been scheduled on November 28, 2007, 1:00 – 3:00 pm. Registration is required at least 24 hours in advance of the call. To receive dial-in information, follow the registration instructions in the RFP, Section V. C. Before participating in the conference call, applicants should read the RFP, FAQs, and all application materials thoroughly.

Three regional workshops will be held during the following times and locations:
West Location: Asheville Date: December 10, 2007 Time: 9:00 am – 12:00 noon
Central Location: Greensboro Date: December 14, 2007 Time: 9:00 am – 12:00 noon
East Location: Greenville Date: December 18, 2007 Time: 9:00 am – 12:00 noon
Registration is required at least 72 hours (3 days) in advance of the workshop. To register, follow the instructions in the RFP, Section V. C. Before participating in workshop, applicants should read the RFP, FAQs, and all application materials thoroughly.

If neither you nor any of your partners can participate in a conference call or workshop, you may listen to a recording of the call anytime between November 29, 2007 and February 1, 2008. To receive instructions to register for the recording, follow the registration instructions in the RFP, Section V. C.

Questions about any matters related to the Fit Community initiative should be directed to Active Living by Design’s Fit Community staff: Cara Crisler: 919-843-3298; Jen Gilchrist Walker: 919-843-3079; email: fcinfo@activelivingbydesign.org.

Applications must be emailed and mailed (postmarked) by 5:00 pm on February 1, 2008. Five copies of the complete designation application package and eight copies of complete grant application package, must be sent in the same parcel.

Email designation application materials to: fcinfo@activelivingbydesign.org by 5:00 p.m. on February 1, 2008. Five copies of complete designation application package must be addressed to: Cara Crisler, Active Living by Design, 400 Market Street, Suite 205, Chapel Hill, NC 27516.

Email grant application materials to: fcinfo@activelivingbydesign.org by 5:00 p.m. on February 1, 2008. The complete grant application package (five copies of the designation application and eight copies of grant application) must be postmarked by January 25, 2008 and addressed to: Cara Crisler, Active Living by Design, 400 Market Street, Suite 205, Chapel Hill, NC 27516.

The title of each email attachment should begin with the community’s name (e.g., Wrightonville Designation App.doc).

Designation applications will be screened and scored by ALbD staff, and recommendations will be made to HWTF who will make the final determination. Grant applications will be screened by ALbD and HWTF, who will work together to select up to 12 of the strongest proposals as finalist candidates. The 12 finalists will then be invited to participate in a reverse site visit process. An external review panel will help evaluate the merit of all finalists and present HWTF with a set of funding recommendations. Final award decisions will be determined by the full HWTF Commission.

Because of the large number of applications/proposals received in any given grant period, it is recommended that proposals be sent with a return receipt (this can be done with email and regular mail), so that you can track your package accordingly. Please do not call ALbD to track a proposal or to discuss the status of your proposal.

During the week of March 3 - 7, 2008, up to 12 finalists will be notified to begin preparation for a reverse site visit. By the end of June, 2008, all applicants will be notified in writing about the status of designation and grant applications.

Finalists will be notified during the week of March 3 – 7, 2008, at which time ALbD will schedule their reverse site visits. Finalists will have until April 4 to make revisions to their project plans and prepare their reverse site visit presentations. During that time, ALbD will provide additional technical assistance upon request via phone and/or email. Reverse site visits will be held from April 9 – 11 in Chapel Hill, North Carolina. Each finalist partnership may bring up to 5 partners and is required to attend on one of those days.

Yes, up to a limited amount. Each partnership will be reimbursed for: 1) up to two hotel rooms for those traveling distances over 150 miles (one way); 2) all mileage (roundtrip); and 3) meals, based on the state per diem rates (please refer to: www.osbm.state.nc.us/files/pdf_files/2003_budget_manual.pdf).

Fit Community designation awards recognize and reward North Carolina municipalities and counties that currently excel in supporting physical activity, healthy eating and tobacco use prevention in the community, schools, and workplaces. (Prior to this year, tobacco use prevention was assessed in the designation application for schools only; this behavior is not included in the grant program.)

Designation applications will be screened to ensure the municipality or county currently meets a standard established in the Fit Community Designation Self-Assessment and that submitted data is valid. Because the Fit Community initiative places a strong emphasis on sustainability, strategies that relate to Policy and Physical Projects are weighted more heavily than those that relate to Preparation, Promotion, and Programs. Because the Self-Assessment aims to serve as an educational tool and sets a high standard, it is not expected that all criteria will be met.

Designations will be valid for three years. Benefits include special statewide attention that may bolster community and/or economic development investment initiatives, receipt of highway signage, a plaque for the Mayor or County Commission Chair’s office, listing on www.FitTogetherNC.org, use of the Fit Community designation logo for communication and promotional purposes, and enhancement of civic pride within a community, since each Fit Community will serve as a model for others that are trying to achieve similar goals.

No. In addition to incorporated municipalities, a North Carolina county may also apply for the Fit Community designation and grant funding. Note that if a county applies, it is still acceptable for any municipality within that county to apply separately.

Applicants must demonstrate their community’s support for physical activity and healthy eating initiatives in the community, schools, and workplaces, as well as tobacco prevention efforts in schools by completing a detailed community Self-Assessment. This tool allows applicants to assess their strengths and weaknesses based on five strategy areas: preparation, promotions, programs, policy, and physical projects. The Self-Assessment is primarily quantitative in nature, comprised of "check all that apply" criteria and "other" response options to allow applicants to elaborate on any steps they have taken which do not appear as criteria in the matrix. The criteria are intended to highlight for communities the positive steps that have been taken, as well as alert them to possible strategies they may consider in the future. The qualitative part of the Self-Assessment includes written summary statements in which specific examples can be provided. Reviewers will use both the quantitative and qualitative parts of the Self-Assessment to determine a cumulative score. After completion of the review process, non-designated communities can request to discuss their performance and receive feedback from Active Living by Design. See the RFP document, Section V., for contact information.

The number and diversity of designated Fit Communities will depend on the strength of the individual applications.

No. Applicants seeking a Fit Community designation do not have to apply for grant funding.

No. Even though communities are required to apply for a Fit Community designation in order to apply for grant funding, it is important to understand two things: 1) receipt of a grant does not require receipt of a designation; and 2) receipt of a designation does not guarantee receipt of a grant. The review processes are separate, and the outcome of one does not depend on the outcome of the other.

Up to eight grants will be awarded. Grants will last for two years and will provide up to $30,000 annually to communities that have demonstrated need, proven capacity, and opportunity to address physical activity and/or healthy eating behaviors (with heavy emphasis placed on policy and environmental change strategies). HWTF is committed to selecting a portfolio of grantee communities that represent a broad geographic range, diversity of needs, and range of strategies used to address those needs. All grant applicants must also apply for the Fit Community designation (both applications are due February 1, 2008). However, communities need not receive a Fit Community designation in order to receive a grant. Also note that communities receiving the designation do not automatically receive a grant.

No. All grant applicants must also apply for the Fit Community designation (both applications are due February 1, 2008). However, communities need not receive a Fit Community designation in order to receive a grant. Also, communities that receive the designation do not automatically receive a grant.

Yes both forms must be signed and submitted along with both applications. On the Fit Community Web site: www.FitCommunityNC.com, you will find both the Fit Community Endorsement Form for Designation and the Fit Community Endorsement Form for Grant Funding.

Successful grant applicants will demonstrate: a clearly stated need or rationale for increasing support for physical activity and/or healthy eating among a narrowly defined target setting(s) and target population(s) in the community; an integrated 5P strategy plan with practical goals and specific tactics (see RFP document, Section II. for more information); emphasis placed upon opportunity for policy and environmental change; an interdisciplinary partnership; strong organizational capacity; an ability to generate resources to sustain the project; citizen participation and input into the project; openness to receiving feedback and technical assistance; and willingness to enter into a two-year relationship with Active Living by Design as technical assistance provider.

Yes.

Several resources are available to applicants: 1. A list of various resources for the grant application can be found on the Fit Community Web site: www.FitCommunityNC.com. This list is provided to help applicants get a broad sense of the types of strategies a community can implement using Fit Community grant funding; it includes sources for general information, specific tools, case studies, success stories, and more. 2. One (recorded) information conference call with applicants (see RFP, Section V. C.). 3. Three regional information workshops with applicants (see RFP, Section V. C.). 4. One-on-one technical assistance provided by ALbD). Applicants are strongly encouraged to call or email Active Living by Design early in the application process for assistance (see RFP, Section V. C.).

Yes.

HWTF strongly discourages any requests for indirect costs in grants of this size. Projects requesting funding for costs associated with providing only direct programs and services (e.g., supplies, education materials, portions of salaries, physical projects, etc.) are viewed much more favorably.

Applicants are encouraged to describe well-integrated healthy eating and active living 5P strategies in their proposals. However, the choice to focus on just one behavior will not be penalized. Because the "integration" concept can be challenging to conceptualize or implement, several examples of integrated 5P strategies will be provided during Applicant Conference Calls (see Section V. D. of the RFP document for more information). Additionally, applicants are encouraged to call or email Active Living by Design early in the application process for assistance with plans to create an "integrated 5P" grant proposal.

No. In fact, communities are encouraged to narrowly focus their grant proposal activities in a particular setting in which a strong need or opportunity exists. (Note: All three sites are taken into consideration for Fit Community designations.)

Yes. An integration of each of the 5P strategies into the project is required, as each strategy plays an important role in achieving success. For more information, refer to the RFP, Section II., and ALbD’s "Community Action Model," which can be found at: www.ActiveLivingbyDesign.org/index.php?id=293.

A Fit Community grant does not have to be the initial source of funds for all of the 5P strategies. Implementation steps that are already underway in the community may contribute to an integrated project. For those projects addressing both healthy eating and physical activity behaviors, other funding sources and strategies already underway will be essential.

Generally, HWTF prefers to be a funding partner along with other sources of funding. An application is strengthened by the provision of matching funds. You are highly encouraged to seek multiple sources of support, as this is a key indicator of sustainability of the project.

Grant funds may not support any of the following:

• Research studies, unless it is directly linked to evaluation purposes.
• Efforts to engage in political activities or lobbying. Note, however, that advocacy work and education on particular policy issues are allowed and encouraged when appropriate to the project.
• Support for general administration, e.g. computers and laptops, fax machines, rent, furniture, cell phones, PDAs, etc.

Restricted political and lobbying activities include, but are not limited to, support of or opposition to candidates, specific legislation, ballot initiatives, referenda, or other similar activities.

Advocacy and education for policy change at the local level is an important part of the Fit Community initiative. This might include a wide range of promotional activities—in the form of written materials or verbal presentations—targeted to decision/policy makers in the community (e.g. elected officials, employers, school officials, etc.). These materials and/or presentations should not refer to, and/or take any positions on pending legislation.

Recognizing the wide range of resources that exist among municipalities and counties, small/rural communities are not compared directly to large/urban communities; the scoring takes into account differences between these applicants. Applicants have the opportunity to elaborate on unique challenges and how the community has overcome them in the essay portion of the Self-Assessment. A range of different-sized communities were named as designees during Fit Community’s first two rounds of the program.

The designation application provides a list of resources to help point applicants in the direction of where local data might be found for the purposes of answering questions in the Self-Assessment. Most answers will be found by communicating directly with community leaders. Technical assistance for completing the Self-Assessment is also provided by Active Living by Design: call (919) 843-3079 or 3298, or email fcinfo@activelivingbydesign.org.

This is strongly discouraged. The Fit Community initiative places great emphasis on and is intended to encourage community-wide collaboration; for example, by only allowing one application per municipality or county, by asking specific questions about the partnership(s) in the Self-Assessment, and by requiring a strong partnership be in place to apply for grant funding (refer to question 4 for a definition of "partnership").

Letters of Support should be obtained from collaborating individuals or organizations (other than partnering organizations) submitting letters of agreement. Examples of these include your local health department, the city planning office, the parks and recreation department, a local YMCA, the school district, the Chamber of Commerce, etc. Letters should be addressed to the NC Health and Wellness Trust Fund.

Letters of Agreement should be obtained from partnering organizations that will serve in a subcontracting role, or will receive some of the Fit Community funding.

No. The Fit Community initiative is a completely separate program than that of Active Living by Design, which is national in scope. However, technical assistance for the Fit Community application process is provided by ALbD staff.

Yes. Returning applicants are all encouraged to receive feedback on a previously submitted proposal. Contact Active Living by Design’s Fit Community staff: Cara Crisler: 919-843-3298; Jen Gilchrist Walker: 919-843-3079; email: fcinfo@activelivingbydesign.org.

Designation and grant funding decisions will be announced by the HWTF Commission in late May, 2008.

For those awarded a designation, all entities who partnered on the Fit Community grant proposal will be able to use the logo. For example, if a county planning department is a partner on a municipality project, the planning department would be able to use the logo and specify what town or city was designated a "Fit Community."

Once the grant is approved and HWTF has all necessary materials (including an approved project action plan), a grant contract is prepared and sent to the grantee for signatures. Initial funds can only be transmitted once both parties sign and execute the grant contract. Grant contracts will begin on July 1, 2008 for a one-year period and will be subject to a renewal for year two.