Grants 101

2. Grants 101 • There’s really three parts to grants: • Writing the proposal • Managing the grant • Evaluation and financial closeout • This presentation is on grant writing, with a focus on the CPL program • Geared towards non-profits

3. CPL Grant Writing:Get Organized • Start a filing system for grants • Pull together the information you’ll need to complete applications for most grant programs: • Organization information • Financial files • Grant program information • Funded/unfunded proposals • Project notes, ideas, etc. • Have both paper and electronic versions

4. Organization files • Current Board of Directors • Brief biography • Any other affiliations • List of current key staff, volunteers • May be asked for more information for those working on the grant • Policies and procedures: • Conflict of Interest policy • Purchasing policy/procedures

5. Why are you asked for this stuff? • Board of Directors: • Demonstrates the leadership of an organization • Indicates ability to successfully complete a grant • Staff and volunteers • Who they are • What they will do on this grant • What are their skills and experience • Policies: • How well you are organized

6. Conflict of Interest Policy • May be actual or perceived • Occurs when a person has an actual or apparent duty or loyalty to more than one organization or company, and the competing duties or loyalties may result in actions which are adverse or favorable to one or both parties • The policy tells how your organization addresses this

7. Purchasing policy/procedure • How will you purchase goods or services? • Open competition • Three bids is best method • Document if you can’t obtain 3 bids • All are bidding on the same thing • All costs and prices are reasonable • Don’t purchase unnecessary things • Document purchasing decisions

8. Financial documents for CPL Grants • Non-profit documentation- if awarded • Tax-exempt documentation- if awarded • IRS Form 990- for application • Recent financial audit- for application • Board-reviewed financial statements • Annual budget-may be requested

9. What do these show? • Your fiscal capacity • Can you manage a $5,000 grant? • How about $400,000? • Do you have the necessary cash flow? • Your fiscal skills • Do you follow Generally Accepted Accounting Principles? • Can you meet the grant reporting requirements? • Non-profit status • Previous grant experience

10. Grant program files • Have a file for each program, for each year • Grant announcements or RFPs • Program Manuals, Payment Manuals • Any other documents or instructions • Enabling legislation (for gov’t grants) • Staff contact information

11. Other files • Funded grants: • Application • Grant agreement • Payment requests, invoices, etc. • Reports • Any correspondence • Submitted but not funded applications • Might be able to resubmit or reuse parts in future grants • Evaluate why it wasn’t funded • Future project ideas and details

12. Make a grant calendar • CPL program timeline • RFP release and deadline likely to remain the same • Anticipate the dates – plan ahead so you’re ready • Deadlines for funded grants • Annual reports • Payment requests • End dates – when must work be complete? • Work backwards from these deadlines to avoid last-minute rush • Ask for help early (DNR staff, reviewers, etc.) • Do the same for other grant programs

13. Thinking about applying? • What does your organization want to do? • What are you good at? • What are you currently capable of doing? • Does someone have time to figure out the project, write the proposal, and manage it? • What about all the requirements, deadlines, reports, etc? • Your grant may last several years – can someone to work on it that long?

14. If you are new to grants… • Start with a small grant that you can complete quickly • Gets your feet wet • Helps build a successful track record • Try enhancement or restoration • Acquisition can be tricky and time consuming • So can Public Waters projects

15. Selecting a grant program • Every program has a different mission/goal • Need to make sure your project matches the grant program’s goals • Legacy funds: • Outdoor heritage –habitat • Clean water –clean water • Parks and Trails – parks and trails • Arts - arts • Some programs may change focus from year to year

16. Review past applications • What has the program funded in the past? • For CPL: • Look at the FY 2010 page • Shows all applications • Funded • Unfunded • Which ones do you think are good applications? • Why?

17. Grant Applications:Paper or electronic submission? • CPL is online only. • No email submission of applications or materials accepted • Can create account without starting application, and practice • Does not follow traditional paper grant formats, but the elements are there • The mapping tool creates equality in maps for all applicants

18. Completing CPL text boxes • Can use CPL Application Template to draft your answers • Located on the How to Apply page • Below Application system button • Shows text boxes only from Application System • Proof read, spell check, and character count each section • Copy and paste into application

19. Other tips:Independent review • Have someone read your proposal • Have them tell you…. • What you are applying for • Why you are applying • How you are going to manage the project • How you are going to pay for it • Does the proposal make sense?

20. Submit early • If requested, CPL staff may have time to look at it and review requirements • You might realize an error that you might be able to have corrected • Might avoid electronic system overload • Builds credibility • Give yourself a night to sleep on it before submitting • Don’t have to worry about a storm taking out your power at 4 pm on the last day…..

21. What makes a good proposal? • Logical, clear, orderly • Easy to read, good grammar, proper spelling • The grant reviewer can determine what you are trying to accomplish • Match the funding source • Meet all program requirements

22. Didn’t score well? • Not enough information to score based on criteria • Project not thought out well • Budget didn’t line up with activities • Missing Project Review and Approval Forms • Agency didn’t agree with proposal • Questionable if it was really habitat work • Is it water quality? • Is it recreation?

23. After you’re funded:CPL grants • Will need to update your application with any changes • Need to submit proof of insurance if working on DNR land • Need to get you into the state accounting system • Need state and federal tax ID numbers • Contact information • Need to draft the grant agreement

24. Grant signature process • Encumber: • Tying up the grant funds in the state accounting system. The first step in getting the grant agreement signed. • Grantee signs and returns all copies • Execute: • When the last signature is obtained. Work may not begin until all signatures are obtained.

25. Payment and documentation • Look at the FY 10 page to see what is required for payment • See what is required for other documentation • Timelines for payment and documentation • FY11 will be similar

26. After the you get the grant… • Now you need to manage the grant – get the work done • You must also report on your work • Evaluation: • Did you do what you said you’d do? • Did it work? • Financial reports • All bills paid? • Everything spent properly?

27. Remember to… • Keep good documentation • Keep in touch with grant program staff • Any problems or questions • Good news too! • Any press releases, media coverage, etc. • Meet deadlines • If you can’t, let staff know why

28. www.dnr.state.mn.us/grants/habitat/cpl