Effective Grant Writing for CDOT and Beyond

Effective Grant Writing for CDOT and Beyond Sylvia M. Labrucherie SEPTEMBER 22, 2016 1:00 2:00 ET 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 1

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 2

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) 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 3

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. 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 4

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 5

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 6

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 7

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 5307 - Urbanized Area Formula Program (JARC added) Section 5310 - Formula Grants for Mobility of Seniors and Individuals with Disabilities (New Freedom added) Section 5311 - Formula Grants for Rural Areas (JARC added) Section 5339 - Bus & Bus Facilities Formula Grants 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 8

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 9

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 10

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 11

DEVELOPING RELATIONSHIPS Be Knowledgeable: Do the Research Grants.gov National Trade Associations CTAA: Lending and Technical Assistance Programs (www.ctaa.org) National RTAP: Training and Technical Assistance Chronicle of Philanthropy http://www.philanthropy.com Foundation Center http://www.fdncenter.org Grantsmanship Center http://www.tgci.com Foundation Fundamentals: A Guide for Grant seekers. Carol Kurzig and The Grantmaking Process: The Basics and Philanthropy News Digest (weekly email newsletter). From the Foundation Center @ 800-424-9836 or http://fdncenter.org Grant Proposals that Succeeded. Virginia P. White. Plenum Publ. Corp. 800-221-9369. The Foundation Center Cooperating Collection 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 12

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 13

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 14

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. 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 15

Be Organized: Funding Announcements, NOFAs Monitor and subscribe to websites Be ready to respond quickly especially discretionary grants 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 16

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 17

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 18

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) 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 19

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. 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 20

2. Follow Instructions Go to the source(s) Legislation Circulars State or Designated Recipient Guidelines 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 21

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 22

3a. Answer the Questions: Project Description Fill in project details referencing program goals and selection criteria 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 23

3.b. Answer the Questions Diagram or outline the announcement, solicitation, notice of funding availability, etc. 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 24

3.c. Answer the Questions Spell out all the questions and requirements Read questions carefully and Answer the questions asked Provide the information requested 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 25

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 26

4.b. Relate their Goals with your Project Address Program Criteria Evaluation Criteria Understand the Guidelines. Address each one. Spell it out. PROBLEM SOLUTION 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 27

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; 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 28

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? 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 29

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 30

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 31

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 32

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 33

6.c. Write for the Reviewer Improve your writing Write SUCCINCTLY Use Plain Language o o plainlanguage.gov centerforplainlanguage.org 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 34

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 35

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 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 36

Questions and Comments Was this Helpful? Ready, Set, Go! 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 37

Contact Information Sylvia Labrucherie Transit Coordination, Strategic Planning, Technical Communications Wheat Ridge, Colorado Telephone: 303-246-4896 (c) & 303-232-0126 (h) smlabrucherie@outlook.com 9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 38