Page 1 No Sleight of Hand! Getting & Managing Grants Presented By Bethany Wolbrecht-Dunn, City of Shoreline

Page 2 Agenda Researching, developing and writing grant proposals Managing grants Special emphasis on Federal Funds

Page 3 Your Needs Expectations, Questions Anything specific that you want to make sure I cover?

Page 4 What are grants? Sums of money awarded to finance a particular activity or facility Do not need to be paid back (exceptions) Funder has a specific goal/outcome that it wants to achieve by providing these funds

Page 5 Where do we start? Two ways to begin –Have a project that needs funding, or –Have a grant source and want to develop a program Which is the best way? –Depends on your policies –Both can be successful

Page 6 Researching Grants Organize your research for future use –Keep all grant announcements Ask others in your field Check with your professional organizations Internet –Look at other jurisdictions’ web-sites or audits to find out where they have been successful –Can be overwhelming

Page 7 Going Deeper: Researching a Possible Source Speak with funder representative –Talk about your project –Request application package –Ask to see successful applications –Source of funding: local, state, federal? Attend application workshop –Come prepared with your general proposal draft

Page 8 Is Grant Source a Good Fit? Timelines Goals of the funder vs. your jurisdiction’s goals Long term requirements/restrictions Cost/benefit Match requirements

Page 9 Go!: Getting Organized Form a grants team Gather materials –Budget –Project research –Letters of support Signature authority If you need materials from another department (ex: maps), request them now

Page 10 Writing the Proposal 8 general components of a proposal –Proposal Summary –Introduction to the Organization –Problem/Need Statement –Objectives of the Project –Project Method/Design –Project Budget –Attachments Bethany Wolbrecht-Dunn:

Page 11 General Guidelines Read the directions and then follow them –Number of pages –Attachments –Formatting Use caution when using jargon Be brief and succinct Avoid over-dramatization of facts Provide documentation when possible

Page 12 Project Summary Outline of the project goals Encompasses all the key summary points Often is used to screen proposals, so take care to include all pertinent information Write this section last

Page 13 Introduction to the Organization Mission statement or goals Track record with other grantors Be able to provide past and present capacity of the organization Success stories Information should be relevant to the goals of the funder

Page 14 Problem/Need Statement Purpose for developing proposal –What problem or need will this project address? –How did this problem/issue develop? Beneficiaries/service area Nature of the problem –Site specifics Alternatives to project

Page 15 Project Objectives: Goals and Desired Outcomes Clearly list the goals/objectives of the project Give measurable outcomes whenever possible Make the link between goals of the project and goals of your organization and the funder

Page 16 Project Method/Design How the project is expected to work How it is expected to solve the problem stated Should include the following: –Activities to occur (related resources and staff) –Partnerships involved –Justification for the course of action taken –Plan for measurable results –Highlight any innovative features

Page 17 Project Evaluation Evaluation may be in two different ways –Project evaluation and process evaluation How will you know if the project was successful? Describe time, resources, and funding needed to complete the evaluation Some funders do not require evaluation

Page 18 Project Budget Be specific Get quotes for work whenever possible Always describe, never infer Do not “lump” information; separately list revenue sources, budget line items, etc.

Page 19 Attachments Do not include if the instructions specifically prohibit Letters of support Detailed budget information Organizational chart Maps, charts, graphs References Creative examples

Page 20 Completing the Proposal Have others review the entire application package (both novice and expert) Funder will often review application if you request and time permits Triple check everything Have adequate time to edit Prepare cover letter

Page 21 Completing the Proposal, continued Obtain proper signatures Package application –Review proposal requirements –Prepare adequate originals and copies Contact funder to ensure that the proposal was received by deadline

Page 22 Sorry, Your Work is Not Done! Once proposal is submitted, maintain contact with funder Be available to answer questions, provide back-up information, etc. Do not “bait and switch” You may be required to present your proposal

Page 23 Congratulations!! Announcement from funder: letter, web-site posting, phone call Disseminate results to involved parties, both internal and external Plan for the management of the funds Your proposal was awarded funds, now what?

Page 24 Managing, Spending, and Accounting for Grant Funds Most are cost reimbursement grants Need to set up accounting now to be able to adequately track the use of the funds Attend successful application workshop if offered by funder

Page 25 Information Needed Availability of funds (start and end date) Contracting Reimbursement and reporting forms Timing of reports Other requirements –Restrictions on use of funds –Federal requirements

Page 26 Accounting for Grant Funds Regardless of the source of the grant funds, jurisdictions are required to report the expenditure of grant funds during the yearly audit conducted by the WA State Auditor’s Office - called Schedule 16 Tracking the expenditures of grant funds can be accomplished in various ways - be sure to coordinate with your Finance Department

Page 27 Keys to Successful Grants Management Get a thorough understanding of requirements –Reports –Allowables –Schedules Stay focused –Develop monitoring to make sure that project stays on track –Document, document, document!

Page 28 Keys to Successful Grants Management, continued Relationship with funder –Maintain contact –Research questions before asking When in doubt... –Always check with funder representative on questionable issues Involve other staff –Make sure other staff are updated on the process of the grant (don’t operate in vacuum)

Page 29 Completing a Grant After project is completed, prepare final reports Double check all expenditures After funder has had the opportunity to review the final paperwork, request feedback on the project

Page 30 Federal Funds One dollar in, taints the whole project CFDA numbers OMB Circulars For all grants there is at least one threshold for the eligibility of costs (contract with grantor) When using Federal Funds, costs must also be allowable under OMB Circular A-87

Page 31 Federal Funds: OMB Circulars Grantee Cost Principles – OMB Circular A-87, Cost Principles for State, Local, and Indian Tribal Governments Administration of Grants – OMB Circular A-102 (the Common Rule), Uniform Administrative Requirements for Grants and Cooperative Agreements to State and Local Governments

Page 32 Federal Funds: OMB Circulars Audit Regulations –Single Audit Act of 1994 –Single Audit Act Amendments for 1996 –OMB Circular A-133, Audits of States, Local Governments, and Non-Profits Organizations –OMB Circular A-133, Compliance Supplement

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