Iron County Grant Writing Workshop

August 20, 2003

By: Will Andresen

Iron County UW-Extension

Grants and Community Development

• Grant Writing is a Small Part of the Community Development Process

• Grants Must Support Community Goals

• Grants Are Not The End Result; They Are A Means to an End

• Communities Must Build Capacity to Maintain Projects Over Time

Building Community Capacity

• Capacity Building Is an Art, Not a Science

• Develop a Planning Process

• Involve the Public and Your Stakeholders

• Develop Leaders for the Future

• Involve Youth, When Appropriate

• Think Long Term

Capacity Building Tips

• Build Relationships with People

• Stay Positive

• Plan, and then Quickly Do

• Start with Small, Successful, Visible Projects with Lots of Community Ownership

• Celebrate Key Steps and Final Successes

Are You Ready? “Red Flags” to Look Out For:

• Project is Not Based on a Plan• Plan Had Little or No Public Involvement• Little Community Leadership/Public

Support• Lack Basic Understanding of Grant

Application and Administration Process• No Discussion of Long-term Funding or

Maintenance

Basic Grant Writing Process

Step 1: Research Grant Opportunities– Be Aware of Local Cash Match– Start Building Support for Local

Requirements

Step 2: Write and Package the Grant

Step 3: Administer the Grant

Step 1:Grant Research

• Focus Your Project• Look for a Grant that Meets Your Needs as

Well as Theirs• Use a Variety of Search Resources• Contact the Granting Agency and Ask for

Program Guidelines• Review Program Guidelines to Ensure that

they are Appropriate to Your Project

Funding Sources

• State and Local Grants and Loans

• Local and Regional Loan Programs

• Private and Community Foundations

• Corporate Giving

• Local Fund Raising

• Local Cash Match

• Local In-Kind Services

Grant Research Tips

• Look Under Every Rock• Be Creative• Develop a Relationship With Grant Agencies• Ask for Referrals from Grant Agencies• Look for Grants/Loans that will Assist You with

Local Match Requirements

Case Study: Using Grants for Your Local Match

• Street Construction Project - $719,200

• DOT Grant 450,000

• CDBG Grant 243,000

• HUD Grant 20,000

• In-Kind Engineering 5,000

• Local Cash Match 1,200

Grant Research Tips

• “Look Under Every Rock”• Be Creative• Develop a Relationship With Grant

Agencies• Ask for Referrals• Look for Assistance with Local Match

Requirements• Use the Internet

Two New Web-Sites

• Comprehensive, One-Stop Resource for Grant Writing

• State and Federal Grants and Loans– 23 Agencies – 183 Grant Programs

• Non-Profit Fund Raising Resources – 37 Non-Profit Agencies

• “How to” Grant Writing Guides

Web Site Addresses

• Public Grant and Loan Programs:– www.uwex.edu/li/andy/grants.html

– Private Funding Sources and “How to” Guides:– www.uwex.edu/li/andy/grants2.html

Step 2:Writing and Packaging the Grant

• Acquire Current Grant Application Form and Instructions

• Carefully Read and Follow All Instructions• Be Aware of Deadlines – Develop a Timetable for

Completion, Including Key Dates• Follow Packaging Specifications• Make it Attractive, Well-Organized and Easy to

Read and Follow

Basic Grant Elements

• Summary of Proposal• Introduction of Applicant• Problem Statement• Project Goals and Anticipated Outcomes• Proposed Methods/Plan of Action• Project Evaluation• Community/Organizational Capacity• Budget and Source of Local Match

Writing the Narrative

• Relate Project to Community Problems/Goals

• Relate Project to Grant Program Priorities

• Be Clear and Concise

• Use Persuasive, Positive, Action-Oriented Language

• Hammer Home Your Key Message(s)

Writing the Narrative(Continued)

• Don’t Be Afraid to Strongly State Your Case – Refer to Supporting Statistics

• Use Basic Report Structure

• Write Several Drafts – Be Critical

• Ask for Feedback

• Compare Narrative to Program Description

Enhancing Your Odds of Success

• Review Grant Award History

• Focus on Their Needs, Not Just Yours

• Sell Your Story – Don’t Just Fill in the Blanks

• “That’s Good Enough” Usually Isn’t

• Be Competitive, Creative, Competent

• Don’t Give Up

Grant Preparation Tips

• Put Yourself in Their Shoes – Make It Easy for them to Justify Giving You the Grant

• “Borrow” Key Terms from Program Description

• Make it Professional Looking

• Include a Cover Letter to the Appropriate Person

Don’t Forget to Follow-Up:

• Contact Grant Agency to Ensure that they Received the Grant Application (when appropriate)

• Ask if they have any Questions

• Offer to Send Additional Information

• Attempt to Establish Relationship without “Smothering” the Agency Contact

What to Expect After the Grant

Step 3:Grant Administration

• Review/Sign/Share/Follow Grant Agreement

• Follow All Directions

• Meet All Deadlines

• Ensure Program Requirements Are Met

• Ensure Fiscal Responsibility

Grant Administration(Continued)

• Monitor Project Budgets

• Retain All Financial Records Until Project Audit is Completed– Invoices, Receipts, Payment Requests, Grant

Reimbursements

• Document Your Project Completion and Success

• Designate a Single Grants Manager • Make a Checklist of Grant Requirements• Create a File Management System• Regularly Communicate with Granting Agency• Invite Grant Agencies to Project Events• Take Pictures• Make their Jobs Easy!

Grant AdministrationTips

Grant Writer’s Survival Strategies

• Be Patient

• Be Realistic

• Expect Setbacks

• Keep the Big Picture In Mind

• Take Your Job, Not Yourself, Seriously

• Enjoy the Results!