Grants 101 There’s really three parts to grants:

Writing the proposal Managing the grant Evaluation and financial closeout

This presentation is on grant writing, with a focus on the CPL program

Geared towards non-profits

CPL Grant Writing:Get Organized

Start a filing system for grants Pull together the information you’ll need to

complete applications for most grant programs: Organization information Financial files Grant program information Funded/unfunded proposals Project notes, ideas, etc.

Have both paper and electronic versions

Organization files

Current Board of Directors Brief biography Any other affiliations

List of current key staff, volunteers May be asked for more information for those

working on the grant Policies and procedures:

Conflict of Interest policy Purchasing policy/procedures

Why are you asked for this stuff?

Board of Directors: Demonstrates the leadership of an organization Indicates ability to successfully complete a grant

Staff and volunteers Who they are What they will do on this grant What are their skills and experience

Policies: How well you are organized

Conflict of Interest Policy May be actual or perceived Occurs when a person has an actual or

apparent duty or loyalty to more than one organization or company, and the competing duties or loyalties may result in actions which are adverse or favorable to one or both parties

The policy tells how your organization addresses this

Purchasing policy/procedure

How will you purchase goods or services? Open competition Three bids is best method

Document if you can’t obtain 3 bids All are bidding on the same thing

All costs and prices are reasonable Don’t purchase unnecessary things

Document purchasing decisions

Financial documents for CPL Grants

Non-profit documentation- if awarded Tax-exempt documentation- if awarded IRS Form 990- for application Recent financial audit- for application Board-reviewed financial statements Annual budget- may be requested

What do these show? Your fiscal capacity

Can you manage a $5,000 grant? How about $400,000? Do you have the necessary cash flow?

Your fiscal skills Do you follow Generally Accepted Accounting

Principles? Can you meet the grant reporting requirements?

Non-profit status Previous grant experience

Grant program files Have a file for each program, for each year Grant announcements or RFPs Program Manuals, Payment Manuals Any other documents or instructions Enabling legislation (for gov’t grants) Staff contact information

Other files Funded grants:

Application Grant agreement Payment requests, invoices, etc. Reports Any correspondence

Submitted but not funded applications Might be able to resubmit or reuse parts in future grants Evaluate why it wasn’t funded

Future project ideas and details

Make a grant calendar CPL program timeline

RFP release and deadline likely to remain the same Anticipate the dates – plan ahead so you’re ready

Deadlines for funded grants Annual reports Payment requests End dates – when must work be complete? Work backwards from these deadlines to avoid last-minute

rush Ask for help early (DNR staff, reviewers, etc.) Do the same for other grant programs

Thinking about applying? What does your organization want to do? What are you good at? What are you currently capable of doing?

Does someone have time to figure out the project, write the proposal, and manage it?

What about all the requirements, deadlines, reports, etc?

Your grant may last several years – can someone to work on it that long?

If you are new to grants… Start with a small grant that you can

complete quickly Gets your feet wet Helps build a successful track record

Try enhancement or restoration Acquisition can be tricky and time

consuming So can Public Waters projects

Selecting a grant program Every program has a different mission/goal Need to make sure your project matches the

grant program’s goals Legacy funds:

Outdoor heritage –habitat Clean water –clean water Parks and Trails – parks and trails Arts - arts

Some programs may change focus from year to year

Review past applications What has the program funded in the past? For CPL:

Look at the FY 2010 page Shows all applications

Funded Unfunded

Which ones do you think are good applications? Why?

Grant Applications:Paper or electronic submission?

CPL is online only. No email submission of applications or

materials accepted Can create account without starting application,

and practice Does not follow traditional paper grant formats,

but the elements are there The mapping tool creates equality in maps for

all applicants

Completing CPL text boxes Can use CPL Application Template to draft

your answers Located on the How to Apply page Below Application system button

Shows text boxes only from Application System

Proof read, spell check, and character count each section

Copy and paste into application

Other tips:Independent review

Have someone read your proposal Have them tell you….

What you are applying for Why you are applying How you are going to manage the project How you are going to pay for it

Does the proposal make sense?

Submit early If requested, CPL staff may have time to look at it

and review requirements You might realize an error that you might be able to

have corrected Might avoid electronic system overload Builds credibility Give yourself a night to sleep on it before submitting Don’t have to worry about a storm taking out your

power at 4 pm on the last day…..

What makes a good proposal?

Logical, clear, orderly Easy to read, good grammar, proper spelling The grant reviewer can determine what you

are trying to accomplish Match the funding source Meet all program requirements

Didn’t score well? Not enough information to score based on

criteria Project not thought out well Budget didn’t line up with activities Missing Project Review and Approval Forms Agency didn’t agree with proposal Questionable if it was really habitat work

Is it water quality? Is it recreation?

After you’re funded:CPL grants

Will need to update your application with any changes

Need to submit proof of insurance if working on DNR land

Need to get you into the state accounting system Need state and federal tax ID numbers Contact information

Need to draft the grant agreement

Grant signature process Encumber:

Tying up the grant funds in the state accounting system. The first step in getting the grant agreement signed.

Grantee signs and returns all copies Execute:

When the last signature is obtained. Work may not begin until all signatures are obtained.

Payment and documentation

Look at the FY 10 page to see what is required for payment

See what is required for other documentation

Timelines for payment and documentation FY11 will be similar

After the you get the grant…

Now you need to manage the grant – get the work done

You must also report on your work Evaluation:

Did you do what you said you’d do? Did it work?

Financial reports All bills paid? Everything spent properly?

Remember to… Keep good documentation Keep in touch with grant program staff

Any problems or questions Good news too! Any press releases, media coverage, etc.

Meet deadlines If you can’t, let staff know why

www.dnr.state.mn.us/grants/habitat/cpl