Effective Grant Writing for CDOT and Beyondcoloradotransit.com/wp-content/uploads/2016/10/...Effective Grant Writing for CDOT and Beyond Sylvia M. Labrucherie SEPTEMBER 22, 2016 1:00

Effective Grant Writing for CDOT and BeyondSylvia M. Labrucherie

SEPTEMBER 22, 2016 1:00 – 2:00 ET

9/25/2016 2016 CASTA / CDOTFALL CONFERENCE & EXPO 1

Effective Grant Writing for CDOT and Beyond

Session Overview

LOOKING FOR GRANTS and FUNDING

– Be proactive

– Be knowledgeable

– Be creative

– Be ready

DEVELOPING RELATIONSHIPS

– Be involved

– Be collaborative

RESPONDING TO SOLICITATIONS

– Be organized and prepared

– Be thorough


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)

Looking for Grants and Funding: Be Proactive



Capital < 80%

Operating < 50%

Be Knowledgeable: Understand the Role and Need for Match

IDD

FTA/DOT

Older AmericansFoundations

Private Sector Workforce Dvmt

Medicaid

Mental Health

Public HealthFares

Cash!Financing

NEMTHCBS

TAXES

LOOKING FOR GRANTS

Local Match “Game Plan”: Be prepared — Have a local match “game plan.”



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

Be Knowledgeable about Grants and Funding

LOOKING FOR GRANTSEffective Grant Writing for CDOT and Beyond


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)

LOOKING FOR GRANTS

Be Knowledgeable and Creative: Other Funding

Foundations can strengthen a project or program’s flexibility

Foundations can be useful for providing match



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

Be Knowledgeable and Creative: Consider Other Public Funding



LOOKING FOR GRANTS

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

Be Knowledgeable: Investigate Options and Opportunities



LOOKING FOR GRANTS

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

Research other Federal Funding




LOOKING FOR GRANTS

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




LOOKING FOR GRANTS

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

• 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

Be Knowledgeable: Do the Research




http://www.ctaa.org/

http://www.philanthropy.com/

http://www.fdncenter.org/

http://www.tgci.com/

http://fdncenter.org/

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




Aging and seniorsAging in Place Arts and cultureCapital fundingChildrenCommunity DevelopmentDisabilitiesEconomic developmentEducationEnvironmentFaith-basedFor-profitsHealth and medical

* From Colorado.GrantWatch.com

Be Creative: Private and Unconventional Funding

Populations, Quality of Life, Interest Areas

Higher educationHIV/AIDSHomeland SecurityHomelessnessHousingInternationalJustice, social justice, societyMental healthPreservationRefugee/ImmigrantVeteransWomen Workforce




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.

Be Involved and Collaborative: Reach Out




Monitor and subscribe to websites

Be ready to respond quickly—especially discretionary grants

Be Organized: Funding Announcements, NOFAs




Qualify

Type of Agency

Type of Project

Ability of Agency

Apply

Know what the funding criteria is

Know what the review criteria is

Be Organized: Review the Notice of Funding Availability

Provide

Applications/Documents

Match Verifications

Milestones

Asset Management Plan

Etc.

Certifications and Assurances

Budgets

Indirect Cost Plan

Performance Measures




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

Be Thorough: Reduce the Risk of Being Turned Down




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)

1.a. Start Early




Understand PROCEDURES and INTERNAL PROCESSES

1.b. Start Early

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.




Go to the source(s)

2. Follow Instructions

Legislation

Circulars

State or Designated Recipient Guidelines




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

2. Follow Instructions




3a. Answer the Questions: Project Description

Fill in project details referencing program goals and selection criteria




3.b. Answer the Questions

Diagram or outline the announcement, solicitation, notice of funding availability, etc.




Spell out all the questions and requirements

Read questions carefully and

Answer the questions asked

Provide the information requested

3.c. Answer the Questions




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




Address Program Criteria

Evaluation Criteria

4.b. Relate their Goals with your Project

Understand the Guidelines.

Address each one. Spell it out.

PROBLEM SOLUTION




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;

5.a. The Narrative: Follow a Strategic Process (1)




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?

5.b. The Narrative: Follow a Strategic Process (2a)




•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

5.b. The Narrative: Follow a Strategic Process (2b)




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

5.d. Follow a Strategic Process




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

6.a. Write for the Reviewer




Make it easy to understand

Assume they know nothing about you…

o your agency or firm,

o your project

o your community or region

Be calm; avoid hyperbole

Be informative, reasonably impassionate

Substantiate your claims — backup what you say

6.b. Write for the Reviewer




Improve your writing

Write SUCCINCTLY

Use Plain Language

o plainlanguage.gov

o centerforplainlanguage.org

6.c. Write for the Reviewer




http://www.plainlanguage.gov/

http://www.centerforplainlanguage.org/

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in light of the fact that becausein order to toin the event of/that ifin violation of violatesis of the opinion that believesmade application appliedmake inquiry askmakes mention of mentionsnotwithstanding despitenotwithstanding the fact that althoughon a monthly basis monthlypertaining to of, aboutprovide assistance helprelated to ofreveal the identity of identifyshould it appear that ifso as to tothe means by which howuntil such time as untilutilize usewhether or not whether (usually)with regard to about

Words and Phrases




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

7. Proofread and Edit




Questions and Comments — Was this Helpful?

Ready, Set, Go!



Sylvia Labrucherie

Transit Coordination, Strategic Planning, Technical Communications

Wheat Ridge, Colorado

Telephone: 303-246-4896 (c) & 303-232-0126 (h)

[email protected]

Contact Information


mailto:[email protected]