Practical Considerations for Successfully Obtaining Library Grants Jeff Rosenberg, MS, MLIS January 26, 2 Question # 1 Have you written a grant before? If so, how often do you write grants? Were you successful? 3 Objectives Covered in this Webinar 1.Learn which grant opportunities to pursue and not to pursue 2.Identify where to obtain grant funding sources based on your organizations needs 3. Develop a successful grant proposal 4.Learn how to continue obtaining grant funding from a variety of sources 4 Objective #1 Learn which grant opportunities to pursue and not to pursue 5 Are you chasing the money? 6 Or is the money chasing you? If you secure grant money will it fulfill a need in your organization? -Or- Will you be creating a program to meet the funders needs? 8 Does your organization have a Mission and/or Vision Statement, and a Business Plan? Is it developed or shared with all staff? Question #2 9 CURRENT ENVIRONMENT MONEY vs... Things to Consider Does this grant enhance or align with my organizations mission statement? Will it require matching funds? Do we need to produce a resolution through your governing body or can we have the grant go through our Friends of the Library non-profit group? Do we have the staff or infrastructure to successfully complete the grant and implement the proposal? Does the funder require the program to continue after the grant funds are exhausted? 11 Objective #2 Identify where to obtain grant funding sources based on your organizations need 12 What sources do you currently use to obtain grant funding sources? Question #3 13 Three Major Grant Funding Sources 1. Federal Government 2. State and Local Governments 3. Private Sector and Foundations 14 Federal Funding Catalog of Federal Domestic Assistance Grants.gov Examples of Federal Grant Sources 15 Examples of State and Local Grant Sources Florida Administrative Weekly Miami-Dade County - Grants State and Local Funding 16 Examples of National and Local Private Foundation Grant Sources National and Local Foundations Funding The Chronicle of Philanthropy The Foundation Center 17 Other Useful Resources Professional organizations such as American Library Association Service organizations such as Rotary and Kiwanis Partnerships with local businesses Partnerships with other governmental or non profit agencies Crowdsourcing online fundraising 18 Objective #3 Develop a successful grant proposal 19 What do you think is needed to develop a successful grant proposal? Question #4 20 Review of the Grant Process I.Grant Resource Identification Stage II.Initial Grant Review Stage III. Grant Proposal Preparation Review Stage IV.Grant Submission Stage V.Grant Award VI. Grant Monitoring and Closeout Procedures Review of the Grant Process I.Grant Resource Identification Stage II.Initial Grant Review Stage III. Grant Proposal Preparation Review Stage IV.Grant Submission Stage V.Grant Award VI. Grant Monitoring and Closeout Procedures 21 Types of Grant Proposals 1.) Informal 2.) Formal 22 Informal Letter of Inquiry Letter of Interest Informal Grant Proposal 23 24 Formal Request for Proposal Request for Qualifications Proposal Informational Webinar, Grant Workshop or Meeting Proposal Deadline Proposal Requirements 1.Statement of Need 2.Demonstration of Organizational Capacity 3.Outline of Program 4.Budget 5.Outcomes and Timeline 6.Evaluation 7.Promotion and Possible Program Replication 8.Attachments Formal Grant Proposal 25 Request for Proposals (RFP) Includes: Guidance on required information Who What Where Why When How Much 26 Sample Request for Proposals (RFP) 27 National Endowment for the Humanities Museums, Libraries, and Cultural Organizations Grants CFDA Number(s): Promotion of the Humanities Public Programs Cost Sharing or Matching Requirement: No Current Closing Date for Applications: Jan 13, 2016 Award Ceiling: $1,000,000 Eligible Applicants: Native American tribal governments (Federally recognized) City or township governments County governments Private institutions of higher education Special district governments Nonprofits having a 501(c)(3) status with the IRS, other than institutions of higher education Public and State controlled institutions of higher education Nonprofits that do not have a 501(c)(3) status with the IRS, other than institutions of higher education State governments Description: This grant program supports projects for general audiences that encourage active engagement with humanities ideas in creative and appealing ways. Many different formats are supported, including permanent and traveling exhibitions, book or film discussion programs, historic site or district interpretations, living history presentations, and other face-to-face programs in public venues. All projects must be grounded in humanities scholarship in disciplines such as history, art history, film studies, literature, religious studies, philosophy, or anthropology. Projects must also demonstrate an approach that is thoughtful, balanced, and analytical (rather than celebratory). The approach to the subject matter must go beyond the mere presentation of factual information to explore its larger significance and stimulate critical thinking. NEH is a national funding agency, so the projects we support must demonstrate the potential to attract a broad general audience. We welcome humanities projects tailored to particular groups, such as families, youth (including K-12 students), teachers, seniors, at-risk communities, and veterans, but they should also strive to cultivate a more inclusive public audience. NEH encourages projects that explore humanities ideas through multiple formats. Proposed projects might include complementary components that deepen an audiences understanding of a subject: for example, a museum exhibition might be accompanied by a website, mobile app, or discussion programs. Planning grants are used to refine the content, format, and interpretive approach of a humanities project; develop the projects preliminary design; test project components; and conduct audience evaluation. Implementation grants are used to support final scholarly research and consultation, design development, production, and installation of a project for presentation to the public. Link to Additional Information:Contact Information: If you have difficulty accessing the full announcement electronically, please contact: Division of Public Programs National Endowment for the Humanities 400 Seventh Street, SW Washington, DC Sample Request for Proposal (Federal) 28 Sample Request for Proposal (National Foundation) Kessler Foundation awards Signature Employment Grants yearly to support non-traditional solutions that increase employment outcomes for individuals with disabilities. Our success is in stimulating ideas from the field that spark new models that are adaptable to replication and scalability, and may be models for policy change. Kessler Foundations flexible funding dollars encourage organizations to pursue promising approaches and concepts beyond what they might have done without our support. What We Fund Signature Employment Grants are awarded nationally to fund new pilot initiatives, demonstration projects or social ventures that lead to the generation of new ideas to solve the high unemployment and underemployment of individuals with disabilities. Preference is given for interventions that overcome specific employment barriers related to long-term dependence on public assistance or advance competitive employment in a cost-effective manner. Signature grants are not intended to fund project expansions or bring proven projects to new communities, unless there is a significant scale, scope or replicable component. Innovation lies at the core of all signature employment grants. We define innovation as a process that brings together various novel ideas in a way that has an impact on increasing employment for people with disabilities. Innovation involves deliberate application of information, imagination and initiation for generating new ideas that can serve as catalyst for better solutions to obtain and maintain employment. These ideas may be original or may use existing solutions or technologies in a new way. Please note: Kessler Foundation does not fund any purely research-based projects. What We Value We are looking for organizations that use bold ideas and innovation for pilots and new employment models with potential for adaptation by public and private institutions to change today's job market for Americans with disabilities. Collaborating, braiding or leveraging grant funding with other public and private monies, especially sources not typically funding disability, e.g. community or economic development funds, is encouraged. Organizations must be able to transform concepts or ideas into action, using new solutions for current problems, in the communities served. All funded projects will be data driven, evidenced based projects, with real-time feedback to refine systems and processes. Our Population Interests Any organization with a focus on employment and disability may apply for funding. We strongly believe that through investing and promoting employment models that are inclusive, all individuals with disabilities gain economic stability and security. Who Can Apply Organizations recognized as a tax-exempt entity according to the Internal Revenue Code may apply for funding. This includes non-profit agencies, public or private schools, and public institutions, such as universities and government (state, local, federal) based in the United States or any of its territories. Kessler Foundation will not fund projects that discriminate in hiring staff or providing services on basis of race, gender, religion, marital status, sexual orientation, age, or national origin. Organizations employing a large number of staff members self-identifying as having a disability will be scored higher. A proven track record managing and participating in collaborative grant projects is also desirable. Apply Now! Matching Funds Requirement In an effort of help our grantee partners increase their funding base and replicate their project models, Kessler Foundation requires that prospective grantees partially match the value of our grant. A 15 percent match of the total request amount is required, with this additional percentage added to the total project budget. Funds must be newly acquired and available for the grant project. Federal or state funds reimbursable for job placement are not eligible as a match source (see application instructions for details). Our Process The Signature Employment Grant program begins with online concept submission. The concept is scored and reviewed for originality, creativity, feasibility and collaborative stakeholder team. A carefully selected group of candidates is invited to submit full grant proposals, which are reviewed and scored. Final grant candidates are selected from the full proposal candidate pool. All potential grant candidates will meet with Kessler's grant committee by video conference in the fall of All grants recommended for funding are subsequently approved by our Board of Trustees and are awarded in December 2016 for the grant period January 1, 2017 December 31, Final grant selection is at the discretion of Kessler Foundation. Grant Amount Organizations may apply for up to two years of funding. Yearly funding ranges from $100,000 - $250,000, with maximum project funding at $500,000. Applicant organizations must have operating budgets greater than $3,000,000. Indirect costs are funded up to 15 percent. Key Dates Grant Concept Deadline: March 18, 2016 at 5:00 p.m. EDT Grant Concept Acceptance Notification: May 13, 2016 Invited Full Proposal Deadline: July 1, 2016 at 5:00 p.m. EDT Grant Approval: December 9, 2016 Apply Now! For more information Contact us at 29 Sections of Grant Proposal Section I. Cover Letter Section II. Project Summary Sheet Section III. Project Narrative 1.Statement of Need 2.Demonstration of Organizational Capacity 3.Outline of Program 4.Budget 5.Outcomes and Timeline 6.Evaluation 7.Promotion and Possible Program Replication Section IV. Budget Attachments Section V. Other Attachments 30 Sample Grant Budgets 31 Architect's Fees (include planning costs)$__168,000_____________ 2. Site Acquisition$_1,800,000____________ 3. Acquisition cost of building$ _____________________ 4. New Construction$ 1,578,000_____________ 5. Expansion of existing building$ _____________________ 6. Remodeling of existing building$ _____________________ 7. Initial Equipment$ _____________________ 8. Other (Specify)$ ____________________ _Start Up (FFE & Library Materials_______ TOTAL (Must equal B.4) ( Funds By Category (Indicate project cost by applicable categories): If total above includes funds already spent, please specify amounts, type and dates of expenditures. (Appraisal costs and incidental purchase costs such as surveys, title insurance, legal fees, etc., are not eligible expenditures and are not reimbursable.) $ 3,546,000_____________ Local funds available$ 3,046,000_____________ Amount of funds requested from the Public Library Construction Grant Program (State General Revenue) $ 500,000______________ Amount of funds requested from other State sources $ _____________________ TOTAL (Must equal A.9) $ 3,546,000_____________ Amount Dates Advance plans $ ____________________ _______________ Estimates $ ____________________ _______________ Acquisition of Lands $ ____________________ _______________ Other (Specify) $ ____________________ _______________ ESTIMATED COST OF CONSTRUCTION PROJECT 32 SAMPLE GRANT SPREASHEET Administering Organization Telephone Area/No. (777) Budget Category ExpenseProject Activity Grant Funding Received Round each item to whole dollars Library Match Funding Round each item to whole dollars Explanation of project continuation: Example: (Staff relocated to Regional Branch Library) Salary (Name or Position)(Rate & time period) Project director at $25.00 per hour x Library staff at average of $20/hr. 2 staff/X$20hr. = $40/hr. Activity Project Started Closeout Start-up 2 Staff Hired $8,000 Computer Service and equipment (each $480) X 4 = $1,920 $4,000 Fringe Benefits (Name or Position)(Rate & Percentage of salary) Activity Travel (mileage, lodging, meals) (Name or no. of people)(Rate & distance, charge) *200 miles x.45/mile to travel to __ conference *1 night lodging at conference site *1 breakfast ($8), 1 lunch ($9), Activity$90 $70 $34 Materials/Supplies (Be specific. Identify & quantify items.) Printing 20 pages/environmental literacy assessment booklet x.50/booklet x 3000 assessment booklets Duplicating at 0.10/page 25 pages/district x 5 copies/district of environmental literacy assessment 10 pages/district x 5 copies/district of status of Postage 1 box of literacy assessment booklets/district x 10 districts x $8/box Activity Dissemination $1,500 $80 $13 $5 $100 OtherActivity TOTAL Total Received $ Total Library Match $ 33 Objective #4 Learn how to continue obtaining grant funding from a variety of Sources 34 Recipe for Successful Grant Proposals Meet a need in your organization Provide the funder with all the information they require and demonstrate why your project deserves to be funded Provide documentation of your organizations capacity to produce a successful project Demonstrate ability to continue the project after funding stops Develop your organizations story using its history, demographics, and successes Get to know your founders and grant managers. Keep the lines of communication open 35 Set up a system to monitor the entire grant application process Back up your grant information and sources in a central location Set up a system to ensure compliance with all grant compliance requirements Keep a separate accounting of funding for tracking, compliance and transparency The practical way to continue obtaining grant funding from a variety of sources is.. ORGANIZATION! 36 SAMPLE GRANT TRACKING AND OPERATIONAL FORMS Grant Proposal Checklist Instructions: Circle Yes or No and Fill In All Blanks 1.Does this grant enhance or align with the Library's Mission/Vision Statement? Yes/No (If no-stop! If yes-continue to complete checklist) 2.In this grant proposal are we asking for over $100,000? Yes / No (If no- continue; if yes-Complete a Board of County Commissioners (BCC) Grant Resolution and County Mayors/Managers Memo, this can take a minimum of 3-4 months. 3.Attach to this form a minimum of 3 pages explaining the following questions related to this grant application (No more than 6 pages). 4.Does this grant require a financial match? If so explain the type of match required and how the Department can meet this requirement as well as how much match funding is required. 5.State the problem or need this grant will solve. State the projects goals and objectives. Grant Proposal Checklist Instructions: Circle Yes or No and Fill In All Blanks 1.Does this grant enhance or align with the Library's Mission/Vision Statement? Yes/No (If no-stop! If yes-continue to complete checklist) 2.In this grant proposal are we asking for over $100,000? Yes / No (If no- continue; if yes-Complete a Board of County Commissioners (BCC) Grant Resolution and County Mayors/Managers Memo, this can take a minimum of 3-4 months. 3.Attach to this form a minimum of 3 pages explaining the following questions related to this grant application (No more than 6 pages). 4.Does this grant require a financial match? If so explain the type of match required and how the Department can meet this requirement as well as how much match funding is required. 5.State the problem or need this grant will solve. State the projects goals and objectives. 37 6.Give a brief (No more than one page) project description or statement of work. 7.State if this program will be completed with existing staff and/or require hiring of new staff. 8.Explain if this is a one-time program or an ongoing program. If this is a new ongoing program describe how it will be integrated into the existing Library Department structure and where the continuation funding will be coming. 9.Complete the sample budget form for either construction or program project(s). 10.Attach a copy of the Request for Proposal (RFP) and all required forms for this grant application forward to Grant Committee. 6.Give a brief (No more than one page) project description or statement of work. 7.State if this program will be completed with existing staff and/or require hiring of new staff. 8.Explain if this is a one-time program or an ongoing program. If this is a new ongoing program describe how it will be integrated into the existing Library Department structure and where the continuation funding will be coming. 9.Complete the sample budget form for either construction or program project(s). 10.Attach a copy of the Request for Proposal (RFP) and all required forms for this grant application forward to Grant Committee. Grant Proposal Checklist (Cont.) Instructions: Circle Yes or No and Fill In All Blanks 38 39 GRANT ROLE AND RESPONSIBILITY FORM ACTIVITY Dept. Grant Administrator Grant Committee Project Manager (Sponsor) Business Office GRANT RESOURCE IDENTIFICATION STAGE Maintain information on local, state, federal, and private funding programs X Provide guidance in search for grant fundingX Maintain copies of notices for possible funding opportunitiesX Maintain copies of grants awarded to the Library DepartmentX Update grants database and financial spreadsheetX Identification of potential grant opportunitiesXX GRANT PROPOSAL PREPARATION REVIEW STAGE Completes the Grant Acquisition Evaluation FormX Evaluates the Grant Acquisition Evaluation FormX Completes the Sample Grant Budget FormX Evaluates the Sample Grant Budget FormX Completes BCC Resolution and Managers MemoX Evaluates BCC Resolution and Managers MemoX Recommend grant proposals for the Library Department to pursueX GRANT SUBMISSION STAGE Completes the grant applicationX Submits application and all attachments to funding source and a copy to Lainey Brooks X GRANT AWARD Obtains Directors/Managers signature on grant agreementX Forward a copy of the grant award letter and grant agreement with legislative attachments to the Library Business Office X Begins development of grant forms and program procedures X 40 ADDITIONAL GRANT RESOURCES 41 Grant Tools and Resources Federal Funding Catalog of Federal Domestic Assistance Commerce Business Daily DUNS Number (Required for Federal Grants) E-Grants (grants.gov) Federal Assistance Award Data System Federal Business Opportunities Federal Funds for Innovation Fellows Federal Poverty Guidelines (2015) Federal Poverty Guidelines (2008) Federal Register FedSpending.org Fedworld Freedom of Information Act and Privacy Act - U.S. Department of Commerce Grants.gov Grants Management System for Office of Justice Programs Intergovernmental Review - Single Point of Contact List Kaiser Family Foundation Library of Congress National Atlas Office of Management and Budget Tax Information for Charitable Organizations U.S. Census Bureau U.S. Department of Education - e-GRANTS U.S. Department of Health and Human Services - NIH Guide for Grants and Contracts U.S. Department of Health and Human Services - Program Support Center U.S. Department of Labor - Grant Writing Guidance U.S. Environmental Protection Agency - Grant Management Training U.S. Environmental Protection Agency - Grant-Writing Tutorial U.S. Government Telephone andDirectories USA.gov for Citizens 42 National Foundations American Trails Resources and Library The Chronicle of Philanthropy Council on Foundations e-School News Finding the Funds You Need: A Guide For Grantseekers The Foundation Center The Foundation Center - Glossary The Foundation Center - Proposal Writing Short Course Fundsnet Services Grant Wrangler - Grant Funding for K-12 Education Grantmakers In Health GrantSAT - Grant Proposal Self Assessment Tool Grants for Nonprofits GuideStar - National Database of Nonprofits Knight Foundation National Grants Management Association National Priorities Project Database Nehemiah Corporation of America S-12 School Grants Surviving the Funding Slump: Advice From a Grantmaker - Dynell Garron Tech Soup Grant Tools and Resources Continued 43 State Funding Florida Administrative Weekly Florida Association of Counties Florida Funding Publications Florida Government Information Locator Service Florida League of Cities Financial and Technical Assistance for Florida Municipalities Florida Resource Directory General Records Schedule GS1-SL for State and Local Government Agencies Online Sunshine Polaris Grants Central State of Florida Portal Local And Foundation Funding Knight Foundation South Florida Miami-Dade College - Grant Writing and Nonprofit Management Online Courses Miami-Dade County Census Data Miami-Dade County Public Schools - Grants Administration Technical Assistance Service Corps of Retired Executives (SCORE) - Miami Chapter Simply Grant Writing South Florida Donors Forum The above grant resource information was obtained and verified on November 9, 2015 fromwebsite.Grant Tools and Resources Continued Contact: Jeff Rosenberg At Or Contact: Jeff Rosenberg At Or 44 Q & A THANK YOU