SMALL GRANT RESEARCH AND WRITING

COMMUNITY GARDENING AND FOOD ACCESS SUMMIT

Kent HornbergerDirector of Grants –

RankenTechnical College

February 19, 2011

OBJECTIVES How to search for small grants to

support your garden

How to cut through the clutter and find the grant that is right for you

Basic grant writing do’s and don’ts

Importance of record keeping and grant reporting

SUCCESSFUL GRANTS

•80% research and cultivation

•20% putting “pen to paper”

9-12 months before $$ needed

• DEFINE THE PROBLEM• Mission Driven• Research Statistics• Define Need

THE PROCESS – PLAN AHEAD

• IDENTIFY SOLUTION/REFINE PRODUCT• Clients Served• Project Description

• Staff, space, equipment requirements• Activities• General Goals• Cost Estimates

THE PROCESS – PLAN AHEAD

THE PROCESS – PLAN AHEAD

9-12 months before $ needed

• RESEARCH BEGINS• Identify Funders with interest in project

• CONTACT FUNDER

THE PROCESS – PLAN AHEAD

3-6 months before $ needed

• APPLY• Follow Funders’ guidelines & DEADLINES• Show that you are THE Agency to complete the project

TYPES OF GRANT MAKERSPrivate Foundation Funds from a single source such as individual or

family Administered/managed by trustees or directors Grants for social, educational, religious or other

charitable activities serving the common welfare

TYPES OF GRANT MAKERS (CONTINUED)

Corporate Foundation (Company-Sponsored) Assets usually from a for-profit business Independent entity (may have ties to parent company) Different from corporate giving programsCorporate Giving Program Grant making program established & administered

within a for-profit company Often administered by marketing or community/public

relations department Grants from the company – usually focusing on its

community & the business of the company

TYPES OF GRANT MAKERS (CONTINUED)

Federal Government Opportunities published in Federal Register On-line at the Federal Agency’s website Deadlines generally 60 days from publication

State

Local Governments

Other such as United Way

PROSPECTING TOOLS

RESEARCH

Google www.Guidestar.org

Foundation 990’s Foundation Center on-line www.foundationcenter.org Foundation Center Cooperating Collections

St. Louis Public Libraries Kirkwood Public Library St. Charles City-County Library District

THERE ARE NO SHORTCUTS

Know whom to contact The Foundation’s general interests How to submit the application

DEVELOP A DIALOGUE WITHTHE “KEY PEOPLE”

Similar Interests? Agency Mission

• Program/proposal• Foundation Focus

Is it a good fit, if so call and speak with Foundation staff…

DEVELOP A DIALOGUE WITHTHE “KEY PEOPLE”

Know your project• 25 word elevator speech• Cost• Results you will achieve• Ask if this sounds interesting to the

Foundation• Give a more detailed description

DEVELOP A DIALOGUE WITHTHE “KEY PEOPLE”

THEN LISTENFoundation staff say that they want to work with

applicants.Saves time for Foundation and applicant.

GET PERSONAL

A Picture Is Worth 1,000 Words!Invite the Foundation for Site Visit

Key organizational personnel present• Tell the Story

See what the organization is about• Not an empty building• Consumers engaged in programs

Written thank you for making the visit

Successful grant proposals tell your story

in an understandable and compelling manner, conveying who will be benefitted; why we need to do the program; what the project will accomplish; why our work is important (i.e. why we are the agency to

successfully address the problem.)

ANATOMY OF A GRANT PROPOSAL

Cover Letter – Summary(write these last)

Problem Statement(what is the problem you intend to address with funding)

Objectives(what do you plan to achieve)

Approach(how do you plan to achieve it)

Personnel(who will be doing the work and why are they qualified)

Evaluation(how will you know that you have achieved your objectives)

Future Funding(how will you sustain your efforts once the funds are exhausted)

Budget(how much and why)

ELEMENTS OF PROPOSAL

A. COVER LETTER Addressed to specific person On Agency letterhead Includes proposal summary and amount requested Address the interests and specific priorities of the

Foundation Reference any linkages to Foundation Include contact information for person most able to

answer proposal questions Signed by Executive Director or Board President(Usually the last piece of the proposal written)

ELEMENTS OF PROPOSAL (CONTINUED)

B. NARRATIVE (If funder requests specific format or order – that’s what must be used!)

1. Agency Information• Brief overview of the agency (history and purpose)• Mission• Brief description of current programs, activities and

accomplishments

(Build your organization’s credibility)

ELEMENTS OF PROPOSAL (CONTINUED)

2. Needs Assessment/Problem Statement• Need clearly related to mission• Of reasonable dimensions that are solvable• Client description and how they will benefit• State in terms of the needs of clients (not the Agency)

• Example• Agency-focused: “In order for our agency to better serve the

community, we need a new gym.”• Client-focused: “For hundreds of school age youth in our

community, unsafe neighborhoods and empty homes await the each evening. With a new gym, our organization can offer expanded activities that meet not only the hcild care concerns of parents, but also offer physically and mentally-challening opportunities for positive youth development.”

REMINDER

• Organizations have no needs

• Communities have needs to satisfy

• People have needs and problems

• Organizations have solutions, answers and capabilities

REMINDER• Must support needs statement with statistical evidence

• AVOID jargon and acronyms

• Make it interesting to read

• Make it easy to read• Plenty of “white space” on page• Legible/easy to read font and font size• Conversational tone

ELEMENTS OF PROPOSAL (CONTINUED)

3. Purpose of Grant• Goals and Objectives

• Goals are outcomes which state the end result of the project in the broadest terms

• Who? When? How? What Actions? What will happen?

• Relate goals to Needs Statement

Objectives are outcomes that are measurable and time specific. They must be clear with strategies for achievement (Tangible, Specific, Concrete, Measurable, Achievable)

• State your objectives in quantifiable terms• State your objectives in terms of outcomes, not process• Objectives should specify the result of an activity• Objectives should identify the target audience being served• Objectives need to be realistic and capable of being

accomplished within the grant periodFocus on the client benefit/outcome – NOT the activities

ELEMENTS OF PROPOSAL (CONTINUED)

4. Description of program activities to accomplish goals.• Methodology (Step-by-step plan of action)• Is this new or on-going program• Time frame• Clients and client selection process• Who will do what?

• Staff• Credentials

• Collaborations/Other Organizations participating (if any)• Credentials• Roles

ELEMENTS OF PROPOSAL (CONTINUED)

C. EVALUATION• Measurement• Ask the question – How will I know I have been successful?• What will convince others?• What is the impact on the audiences you serve and the

measurable outcomes of your grant project• An information collection plan prescribes

• What kinds of information should be collected in order to address each objective

• Where will you get the information• How will you get the information

Grant makers view a healthy evaluation plan as evidence of a well-run organization

ELEMENTS OF PROPOSAL (CONTINUED)

D. BUDGET – Expenses and Revenue for Project

• Revenue• Show other funders committed to project• Will the project result in revenue (memberships, ticket

sales, etc.)• What amount will agency contribute

• Financial• In-kind, such as space

ELEMENTS OF PROPOSAL (CONTINUED)

D. BUDGET – Expenses and Revenue for Project• Expenses tie to the Program Description

• Personnel• Staff (existing and new)• Percent of time on the project• Salary & benefits• Consultants (if applicable)

• Non-Personnel• Supplies (Program and Office)• Utilities• Space rental• Travel• Training• Equipment• Printing• Outreach• Evaluation• Other (This should be clearly identified in Budget Narrative)

ELEMENTS OF PROPOSAL (CONTINUED)

BUDGET – ExpensesXYZ Foundation Other Funds In-Kind

Salaries

Fringe Benefits

Utilities

Travel

Training

Supplies

Printing

Evaluation

Other

TOTAL

ELEMENTS OF PROPOSAL (CONTINUED)

D. BUDGET (continued)

• Budget Narrative• Use when costs are not straightforward

• Explains unusual line items in budget

• Explains “Other”

ELEMENTS OF PROPOSAL (CONTINUED)

E. PLANS FOR SUSTAINABILITY• How will the project continue after this grant

has ended?• Will the project make your organization

attractive to other funders in the future?• Sustainability increases chances for a successful

grant proposal• Plan needed unless

• Project is finite (with start-up and ending dates)• Capacity building (that it will contribute to the future

self-sufficiency of your agency and/or enable it to expand services that might generate revenue)

LETTER PROPOSAL

Letter of Intent For Simpler Projects Usually no more than 3 pages in length Concise, well articulated, easy to read

LETTER PROPOSAL (CONTINUED) Remember

• Address the letter to specific person• Ask for a specific amount/gift• Describe the need – client benefit• Explain what you will do• Include agency data, mission and brief description of

programs, number of people served, achievements• Strong concluding statement• Contact information for questions• Thank you for your consideration• Attach additional information as required• Signed by person in charge

8 WAYS TO EARN A QUICK REJECTION1. You fail to ask for a specific amount2. You direct proposal to wrong person or “Dear Friend”3. You fail to show how others are committed to the project4. You offer poorly written proposal with budget that does NOT

match narrative5. There is no plan for evaluation or sustainability6. Your goal is unrealistic7. You describe the problem but not the solution8. You ignore eligibility criteria and deadlines

SOURCES

www.america-the-beautiful.org

www.captainplanetfdn.org

SOURCES

http://www.schoolgrants.org/tips.htm

http://www.for-wild.org/seedmony.htm

Fundraising tips

http://www.communitygarden.org/rebeltomato/roots/fundraising.php#urbanag

http://www.communitygarden.org/rebeltomato/roots/fundraising.php

Tool Kit

http://extension.missouri.edu/explorepdf/miscpubs/mp0906.pdf

Contact Information

Kent Hornberger, Director of Grants Ranken Technical College khornberger@ranken.edu 314-791-2831