Effective Grant Writing for CDOT and Beyond

Transcription

1 Effective Grant Writing for CDOT and Beyond Sylvia M. Labrucherie SEPTEMBER 22, :00 2:00 ET 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 1

2 Session Overview LOOKING FOR GRANTS and FUNDING Be proactive Be knowledgeable Be creative Be ready DEVELOPING RELATIONSHIPS Be involved Be collaborative Be organized and prepared Be thorough 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 2

3 Looking for Grants and Funding: Be Proactive Be in the know Look for grants Look for state transit/transportation funding Look at non-dot funding Have long- and short-range strategies in place Have ideas and plans Be ready to respond Scheduled (formula) Discretionary (periodic) 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 3

4 LOOKING FOR GRANTS Be Knowledgeable: Understand the Role and Need for Match Capital < 80% Operating < 50% Foundations Older Americans Medicaid FTA/DOT HCBS NEMT Workforce Dvmt Fares TAXES Public Health Private Sector Mental Health IDD Financing Cash! Local Match Game Plan : Be prepared Have a local match game plan. 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 4

5 LOOKING FOR GRANTS Be Knowledgeable about Grants and Funding Grants: Government and Public Agencies Promotes goals and enacts policy Distributes funding to states Selects projects through competition Requires compliance with rules and regulations Requires match and strong budget detail Enforces strict deadlines Requires clauses and certifications Requires reports Requires accounting and grant management Provides no entitlements or benefits Provides no free money 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 5

6 LOOKING FOR GRANTS Be Knowledgeable and Creative: Other Funding Foundation Grants Foundations/Charitable Foundations of Nonprofit Organizations Typically donates funds and support to other organizations or provides the source of funding for its own purposes (Wikipedia) Private Foundations. Typically endowed by an individual or family Resources: FoundationCenter.org; COF.org (Council on Foundations) Foundations can strengthen a project or program s flexibility Foundations can be useful for providing match 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 6

7 LOOKING FOR GRANTS Be Knowledgeable and Creative: Consider Other Public Funding Public Financing and Funding Traditional Tax- and Fee-Based Transit Funding Sources General Revenues Sales Taxes (variable base of goods and services, motor fuels) Property Taxes (real property, includes vehicles) Contract or Purchase-of-Service Revenues (by human service agencies, school/universities, private organizations, etc.) Lease Revenues Advertising or Concession Revenues Business, Activity, and Related Funding Sources Employer/Payroll Taxes Car Rental Fees, Vehicle Rental Fees, Parking Fees Room/Occupancy Taxes Business License Fees Donations 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 7

8 LOOKING FOR GRANTS Be Knowledgeable: Investigate Options and Opportunities Research Transit Funding US Federal Government Federal Transit Administration (FTA), United States Department of Transportation (USDOT) Typical FTA Formula Capital Grant programs: Section Urbanized Area Formula Program (JARC added) Section Formula Grants for Mobility of Seniors and Individuals with Disabilities (New Freedom added) Section Formula Grants for Rural Areas (JARC added) Section Bus & Bus Facilities Formula Grants 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 8

9 LOOKING FOR GRANTS Be Knowledgeable: Investigate Options and Opportunities Research other Federal Funding Department of Agriculture Housing assistance, rural development, business development Rural Development Department of Education Centers for Independent Living, Rehabilitation Services, Special Education, Disabilities Department of Health & Human Services Medicaid non-emergency medical, programs for seniors, Native Americans, low income, children, developmental disabilities, etc. Administration on Aging Centers for Medicare and Medicaid Department of Labor Programs for seniors, low-income, youth, veterans, Vocational Rehabilitation Social Security Administration 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 9

10 LOOKING FOR GRANTS Be Knowledgeable: Investigate Options and Opportunities Other US Federal Resources, continued Department of Housing and Urban Development Department of Veterans Affairs Department of Commerce Economic Development Administration, National Telecommunications and Information Administration Department of Energy Energy Efficiency and Conservation Block Grant, Energy Efficiency and Renewable Energy Funding Portal Recovery Act Department of the Interior Bureau of Indian Affairs Environmental Protection Agency Department of Justice 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 10

11 DEVELOPING RELATIONSHIPS Be Involved and Collaborative: Develop Relationships Identify partners, stakeholders, collaborators think broadly Identify who s likely to be involved who s likely to be affected, who thinks they ll be affected, who can help, who can hinder ( potentially affected interests ) Meet regularly with other stakeholders, including advocates, partners, and customers to look for collaborative opportunities. Be involved in local planning efforts and coordinated human service transportation planning Build coalitions 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 11

12 DEVELOPING RELATIONSHIPS Be Knowledgeable: Do the Research Grants.gov National Trade Associations CTAA: Lending and Technical Assistance Programs ( National RTAP: Training and Technical Assistance Chronicle of Philanthropy Foundation Center Grantsmanship Center Foundation Fundamentals: A Guide for Grant seekers. Carol Kurzig and The Grantmaking Process: The Basics and Philanthropy News Digest (weekly newsletter). From the Foundation or Grant Proposals that Succeeded. Virginia P. White. Plenum Publ. Corp The Foundation Center Cooperating Collection 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 12

13 DEVELOPING RELATIONSHIPS Be Creative: Few States Have Dedicated Transit Funding; Don t Overlook Private and Unconventional Funding Rural health initiatives Contracts for service with nursing homes and assisted living facilities United Way Trusts and foundations Energy outreach programs Medical facilities Key origins and destinations 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 13

14 DEVELOPING RELATIONSHIPS Be Creative: Private and Unconventional Funding Populations, Quality of Life, Interest Areas Aging and seniors Aging in Place Arts and culture Capital funding Children Community Development Disabilities Economic development Education Environment Faith-based For-profits Health and medical Higher education HIV/AIDS Homeland Security Homelessness Housing International Justice, social justice, society Mental health Preservation Refugee/Immigrant Veterans Women Workforce * From Colorado.GrantWatch.com 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 14

15 DEVELOPING RELATIONSHIPS Be Involved and Collaborative: Reach Out Cultivate Grantors and Partners Research to identify key people. Understand their goals and needs. Make direct contact with appropriate people. Become known as a collaborator on shared projects with mutual goals. Attend meetings or events where grantor is present. Be helpful, friendly, professional. Offer assistance. Invite them to your organization. Do what you say. Follow up. BE RESPONSIVE. 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 15

16 Be Organized: Funding Announcements, NOFAs Monitor and subscribe to websites Be ready to respond quickly especially discretionary grants 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 16

17 Be Organized: Review the Notice of Funding Availability Qualify Type of Agency Type of Project Ability of Agency Apply Know what the funding criteria is Know what the review criteria is Provide Applications/Documents Match Verifications Milestones Asset Management Plan Etc. Certifications and Assurances Budgets Indirect Cost Plan Performance Measures 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 17

18 Be Thorough: Reduce the Risk of Being Turned Down 1) Start Early 2) Follow the Directions 3) Answer the Questions 4) Relate their Goals with your Project 5) Write for the Reviewer 6) Show Strategy and Follow a Strategic Process 7) Proofread and Edit 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 18

19 1.a. Start Early Leave Time for all Kinds of Processes Planning Relationships and Coordination, long term strategy Processes and Procedures Structural (e.g., capital or facilities plans, asset planning and replacement) Non-Planning Unplanned Opportunities, e.g., discretionary grants (be ready to go) 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 19

20 1.b. Start Early Understand PROCEDURES and INTERNAL PROCESSES set grants up with your Agency Accountants Funder(s) Lenders Management Signatory Authority Boards of Directors Signatory Authority submit documents contracts scopes of work reports certs and assurances performance measures invoices match verification audits Civil rights drug and alcohol Ready to go Agency Overview Document Create a document that describes your agency, local community, and region. Include system and local demographic information. 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 20

21 2. Follow Instructions Go to the source(s) Legislation Circulars State or Designated Recipient Guidelines 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 21

22 2. Follow Instructions Read the entire application package Review referenced materials Understand grant requirements Establish schedule and timeline Address all questions, forms, information items Identify information and documents needed, then Include all required documents and Provide the information requested Illustrate partnerships, collaborations, and coordination Ask for help if needed 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 22

23 3a. Answer the Questions: Project Description Fill in project details referencing program goals and selection criteria 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 23

24 3.b. Answer the Questions Diagram or outline the announcement, solicitation, notice of funding availability, etc. 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 24

25 3.c. Answer the Questions Spell out all the questions and requirements Read questions carefully and Answer the questions asked Provide the information requested 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 25

26 4.a. Relate their Goals with your Project Show there s a direct link between the PROGRAM S purpose, goals and evaluation criteria and YOUR proposal PROJECT THEIR GOALS 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 26

27 4.b. Relate their Goals with your Project Address Program Criteria Evaluation Criteria Understand the Guidelines. Address each one. Spell it out. PROBLEM SOLUTION 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 27

28 5.a. The Narrative: Follow a Strategic Process (1) Write a LOGICAL NARRATIVE. In short, Why we are doing this. Where it is needed; What is required; When is it required; How it is to be done; and Who is responsible; 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 28

29 5.b. The Narrative: Follow a Strategic Process (2a) Define your project ( why it needs to be done) What issue are you addressing? What problem are you trying to solve? What will the project do? Explain how your project meets or exceeds their goals and objectives. Who is the project for? ( where, who ) Who are the recipients? Who are your key stakeholders? What kind of community support do you have? Who else is involved in this project in some way? 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 29

30 5.b. The Narrative: Follow a Strategic Process (2b) Identify goals ( what you want to do) With objectives With timelines With major milestones Identify phasing, stages, priorities ( how you ll do it) Explain how you ll know the problem is solved Talk about your commitment Why you are the right recipient for these funds If, why, and how you ll need long-term or on-going funding 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 30

31 5.d. Follow a Strategic Process Identify performance measures or measurable outcomes Determine how to monitor and improve Be specific about what the funds will pay for (what are they buying you?) Include a budget Break down costs: planning, start-ups, operating and maintenance Identify and verify match Provide a complete and understandable funding strategy 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 31

32 6.a. Write for the Reviewer Start with a succinct summary statement of what the project request is don t make the reader dig Describe the big picture before detail provide context Put information in a logical order Don t say something is really important unless you explain why 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 32

33 6.b. Write for the Reviewer Make it easy to understand Assume they know nothing about you o o o your agency or firm, your project your community or region Be calm; avoid hyperbole Be informative, reasonably impassionate Substantiate your claims backup what you say 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 33

34 6.c. Write for the Reviewer Improve your writing Write SUCCINCTLY Use Plain Language o o plainlanguage.gov centerforplainlanguage.org 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 34

35 Words and Phrases a distance of five miles a period of a week accordingly adequate number of are in compliance with as a consequence of as a means of as prescribed by at a later date at this point in time bears a significant resemblance by means of cause of action commence constitutes during the month of May each and every entered a contract to filed an application for the purpose of for the reason that heretofore in connection with five miles a week so enough comply because of to in, under later now, currently resembles by claim begin, start forms, makes up in May either one contracted applied to, for because until, now with in light of the fact that in order to in the event of/that in violation of is of the opinion that made application make inquiry makes mention of notwithstanding notwithstanding the fact that on a monthly basis pertaining to provide assistance related to reveal the identity of should it appear that so as to the means by which until such time as utilize whether or not with regard to because to if violates believes applied ask mentions despite although monthly of, about help of identify if to how until use whether (usually) about 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 35

36 7. Proofread and Edit Proofread for typos, bad grammar, misplaced paragraphs But also coherence and logic Don t rely solely on spell and grammar check Edit, edit, and edit Don t take criticism personally and love your editor They make YOU look better Take pride in your work 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 36

37 Questions and Comments Was this Helpful? Ready, Set, Go! 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 37

38 Contact Information Sylvia Labrucherie Transit Coordination, Strategic Planning, Technical Communications Wheat Ridge, Colorado Telephone: (c) & (h) 9/25/ CASTA / CDOTFALL CONFERENCE & EXPO 38