Positive Tracks Starter Grants

The purpose of the Positive Tracks Starter Grant is to make Challenges more accessible and easier to carry out for Captains. It should also help to alleviate the financial burden on Captains when they need supplies, equipment, or services to carry out their Challenge.

One Starter Grant per Captain, per Challenge, available to any Challenge, based on eligibility criteria and allowable expenses established below. A repeat Captain is still eligible for a new starter grant when they apply for a new Challenge. Within each Challenge, as many starter grants are available as Captains leading the Challenge. While each new Challenge is eligible for a starter grant, we encourage returning Captains to reuse materials when possible. 

Solo Challenges
Solo Challenges are eligible for a starter grant of up to $75.

Public Challenges
For Challenges involving participants (open to the public), each Captain can receive a starter grant of up to $125. For public Challenges with multiple Captains, the total starter grant support can reach up to $500 per Challenge. This means that, in these cases, up to four Captains can each receive a starter grant of up to $125.

If a Challenge requires more funding than the standard starter grant amounts ($75 for solo Challenges and $125 for public Challenges, per Captain, up to four Captains), the Captain should submit a written request to their Coach. This request must include a detailed explanation of the additional funds needed and their intended use. Captains should provide supporting documentation, such as event attendance or registration lists, detailed planning documents, or price quotes for necessary services or items that exceed the original starter grant budget.

The Director of Programs will review these requests on a case-by-case basis. The maximum allowable larger starter grant is $1,000. If a Captain requires more than this amount, their Coach will work with them to explore additional fundraising options, such as finding sponsors or additional Co-Captains.

A Captain of a Positive Tracks Challenge is eligible to apply for a starter grant, if they believe their Positive Tracks Challenge could benefit from additional funding support. We encourage all Captains to apply for a starter grant if they believe it would aid in removing personal financial burden on the Captain when organizing a Challenge.

• Equipment and Supplies:
  • Sports equipment (e.g., balls, bats, mats, helmets)
  • Safety gear (e.g., first aid kits, protective gear)
  • Event supplies (e.g., markers, cones, clipboards, whistles)
• Refreshments:
  • Hydration supplies (e.g., Gatorade, water bottles)
  • Snacks (e.g., granola bars, fruit)
• Prizes and Awards:
  • Trophies, medals, or ribbons
• Event Rentals:
  • Venue rentals (e.g., gym, field, community center)
  • Equipment rentals (e.g., sound system, tents, tables, chairs)
• Permits and Licenses:
  • Event permits
  • Licenses required for public gatherings
• Additional Services:
  • Timekeeping services (e.g., a company to track race times)
  • Referees, judges, or official scorers
• Professional Fees:
  • Instructors (e.g., Zumba instructor, fitness coach)
  • Entertainers (e.g., DJ, live band)
• Promotional Materials:
  • Flyers, posters, and banners
  • Social media advertisements
  • Printing costs for registration lists, waivers, and other necessary documents
• Miscellaneous:
  • Transportation for participants or equipment
  • Insurance specific to the event
  • Registration fees to join an athletic event for Captains (e.g., race entry fees, fitness class fees, sports league registration, obstacle course race fees)
• Fundraising and participation incentives 
  • Items to raffle, including t-shirts, gift cards, etc. (maximum of $25; for example, if the starter grant is $100, only $25 can be spent on raffle items, not the entire $100)

• Non-Challenge Related Items:
  • Personal items not directly related to the event
  • Clothing not specific to the event
  • Registration fee for participants
• Catering and Full Meals:
  • Full meal catering for Captains and participants
  • Alcoholic beverages
• Unrelated Fees:
  • Fees for services unrelated to the Challenge (e.g., personal memberships, unrelated professional services)
• Non-Essential Items:
  • Decorative items not essential to the event (e.g., excessive decorations)
  • Luxury items or gifts
• Recurring Operational Costs:
  • Office rent or utility bills
  • Salaries or stipends for regular staff (outside of specific event staff like referees or instructors)
• Technology Purchases:
  • Expensive gadgets or technology (e.g., laptops, tablets)
  • Software licenses not directly tied to event logistics

Coaches will discuss the relevance of any planned purchases using the starter grant with a Captain, and lead a discussion on more appropriate purchases should they decide a planned purchase is not eligible under the starter grant guidelines. 

Captains who are interested in the Positive Tracks starter grant should fill out the starter grant application that can be found in the Positive Tracks portal, at least 8 business days prior to the first day of their Challenge to allow time for shipping and processing. This timeframe is expanded to 14 to 21 days if a Captain requests a check be mailed to them rather than an online purchase. Captains should provide a list of intended purchases, with brief rationale and cost, in order to assist the Program team in understanding and approving their application.

The Program team, including the Captain’s assigned Coach, will review starter grant applications and determine the eligibility of the starter grant based on the list of allowable expenses outlined above. If an application is not initially approved based on eligibility, there will be a conversation between the Captain and their Positive Tracks Coach where the Captain will have an opportunity to revise the request.

Captains who are approved for a starter grant should have their Coach purchase the starter grant items online to be mailed on behalf of the Captain. If there is an instance where items cannot be purchased online, then a check can be mailed directly to the Captain in the approved amount.

If a Captain receives a check and purchasing all intended items leaves them with a surplus, they may either donate the surplus money to the organization they are supporting (their approved 501(c)3 nonprofit), or if they are not supporting a cause, return the surplus funds to Positive Tracks.

Any surplus needs to be shared with the Coach before the Challenge takes place. The Coach and Captain will then discuss whether the surplus funds should be donated or returned to Positive Tracks.

Captains are encouraged to use the full amount approved for allowable Challenge expenses. If none of the starter grant funds are used, the full amount is to be returned to Positive Tracks.

In cases where it is decided that the surplus funds need to be returned, the process for returning funds are as follows:

Write a Check:

• Make the check payable to Positive Tracks.
• Send the check to:
  Positive Tracks

  35 S. Main Street, Suite 105

  Hanover, NH 03755

• Include a note with your name, phone number, email, the amount being returned, and clearly state that these funds constitute a starter grant surplus.

PayPal:

• Email the funds to lgray@positivetracks.org
• Add a note stating that these funds constitute a starter grant surplus.
• Send an email to your Coach with your name, phone number, email, the amount being returned, and clearly state that these funds constitute a starter grant surplus.

Cash:

• Drop the cash off at:

Positive Tracks

35 S. Main Street, Suite 105

Hanover, NH 03755

• Include a note with your name, phone number, email, the amount being returned, and clearly state that these funds constitute a starter grant surplus.

A Positive Tracks Challenge Captain is eligible for the Positive Tracks fundraising match regardless of whether or not they also apply for the starter grant. The fundraising match is entirely separate from the starter grant. This starter grant is additional support for Captains to provide equal access to resources for Challenges.

An important factor in approving starter grants is the annual Positive Tracks budget allocated for these grants. To ensure a fair distribution throughout the year, we must avoid using up all available funds at once. Consequently, along with evaluating the budget, resources and materials required, the need, and all the criteria mentioned above, we also consider the availability of funds within the Positive Tracks budget when making starter grant approval decisions.