Grant Writing Basics

1

Grant Writing BasicsPeer-to-Peer Workshop

ForFriends in Region 2

Bosque del Apache NWRSeptember 5-7, 2014

Marty Cornell, Grant Administrator, Friends of Brazoria National Wildlife Refuges

Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell 2

Disclaimer• I am a practitioner of grant writing, not an

expert.

• This is a reflection of our experience over 18 years.

• Content reflects input from lenders and web sources on grant writing.

• Your constructive criticism will be appreciated.

• Apologies for acronyms; please ask.

$0$200,000$400,000$600,000$800,000

$1,000,000$1,200,000$1,400,000$1,600,000$1,800,000$2,000,000

Our Learning CurveAccumulative Value of Grants to FOBWR

1296 97 98 99 00 01 02 03 04 05 06 07 08 09 10 11

Completed: $1,309,361

Year of Completion151413

Active: $456,450

Use of FOBWR Funds, 1996 - 2014

Capital Facilities $ 670,000 (Trails, Boardwalks, Pavilions) Pre-Land Acquisition $ 610,000Environmental Education $ 201,901Science & Surveys $ 91,864Land Restoration $ 87,936Total $1,661,701

40.3%

36.7%

12.2%

5.5%5.3%

(In-kind value not included)

Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell

7Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell

Grant Sources Abound

Small to Large

NAWCA, CCS Recreational Trail Grants

>$200,000<$1,000Coastal Mgt.


8

Types of GrantsFunded upfront Sometimes partial upfront


9

Types of GrantsFunded upfront Sometimes partial upfrontReimbursement

often requires match


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Types of GrantsFunded upfront Sometimes partial upfrontReimbursement

often requires match Challenge Cost Share requires 50% match


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Challenge Cost Share

Recruit partners in the preservation and improvement of natural, cultural, and recreational resources.

Requires a minimum of 50% contribution of cash, goods, or services from non-Federal sources.

For USFWS currently on hold pending funding.


http://www.nfwf.org/whatwedo/grants/Pages/home.aspx#.U_eYmfldU_h


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Acres for America $3 million, 3 to 6 grants

Attwatter’s Prairie Chicken

ConocoPhillips Spirit of Conservation Program $1million, size $50K to $500k mottled duck, 1:1 match cash or in-kind; 50% match non-federal

Developing the Next Generation of Conservationists $100K for FWS, $20k per grant, more with match. 50% matchNational wildlife friends conservation program

National Wildlife Refuge Friends; matching not required. $1.5k to $5K

Sea Turtles Typically $50k to $300K, 50% match (?Kemp Ridley in Gulf of Mexico?) For further information on the program or completing the application, please contact Michelle Pico (at 262-567-0601 or [email protected]).

Shell Marine Habitat Program; $50k to $200k; 50% match. Please direct any questions to Suzanne Sessine, Assistant Director, Eastern Partnership Office, 202-857-0166 or [email protected], or Lindsay Vacek, Program Coordinator, Eastern Partnership Office, 202-857-0166 [email protected].

Short Grass Prairie Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell14

Conservation Programs That Are or May Be Applicable to Region 2

”…minimum 1:1 match of cash or contributed goods and services.”

“…projects that meet or exceed a 1:1 match ratio tend to be more competitive.”

mailto:[email protected]




Acres for America $3 million, 3 to 6 grants

Attwatter’s Prairie Chicken

ConocoPhillips Spirit of Conservation Program $1million, size $50K to $500k mottled duck, 1:1 match cash or in-kind; 50% match non-federal

Developing the Next Generation of Conservationists $100K for FWS, $20k per grant, more with match. 50% matchNational wildlife friends conservation program

National Wildlife Refuge Friends; matching not required. $1.5k to $5K

Sea Turtles Typically $50k to $300K, 50% match (?Kemp Ridley in Gulf of Mexico?) For further information on the program or completing the application, please contact Michelle Pico (at 262-567-0601 or [email protected]).

Shell Marine Habitat Program; $50k to $200k; 50% match. Please direct any questions to Suzanne Sessine, Assistant Director, Eastern Partnership Office, 202-857-0166 or [email protected], or Lindsay Vacek, Program Coordinator, Eastern Partnership Office, 202-857-0166 [email protected].

Short Grass Prairie

Conservation Programs That Are or May Be Applicable to Region 2

”…minimum 1:1 match of cash or contributed goods and services.”

“…projects that meet or exceed a 1:1 match ratio tend to be more competitive.”






Web Search Funding Environmental Education

$750,000 in 2013

$2 million to $3 million per year


Web Search Funding TrailsAHS National Trails Fund Offers Trail Grants to Hiking OrganizationsAdvocacy Advance Grants for organizations and innovative campaigns to increase biking and walkingGreater Outdoors Project provides grants for environmental projectsAmerican Canoe Association and L.L. Bean offer water trail Stewardship GrantsFunding Trails Training with State Resources25 community projects given grants to promote Active LivingTread Lightly! Stewardship Grant ProgramKodak American Greenways Awards PowerBar's D.I.R.T. grants program funds outdoor recreation projects nationwideConservation Alliance Grants

Recreational Trails Program

http://www.americantrails.org/resources/funding/AHSfundgrant.html

http://www.americantrails.org/resources/funding/AHSfundgrant.html

http://www.peoplepoweredmovement.org/site/index.php/site/memberservices/C528



http://www.americantrails.org/resources/funding/RedwoodGreatOut.html

http://www.americantrails.org/resources/funding/LL-Bean-American-Canoe-Stewardship-Grants.html

http://www.americantrails.org/resources/funding/LL-Bean-American-Canoe-Stewardship-Grants.html

http://www.americantrails.org/resources/funding/douwesfundtrain.html

http://www.americantrails.org/resources/funding/douwesfundtrain.html

http://www.americantrails.org/resources/health/ActiveLivGrant03.html

http://www.americantrails.org/resources/health/ActiveLivGrant03.html

http://www.treadlightly.org/page.php/stewardshipgrants/stewardship%20grants.html

http://www.americantrails.org/resources/funding/Kodakfund.html

http://www.americantrails.org/resources/funding/DIRTfund.html

http://www.americantrails.org/resources/funding/DIRTfund.html

http://www.americantrails.org/resources/funding/FundConsAlliance.html

Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell 19

Grant Process501(c)(3)

Status

The ticket to play!



Status

Refuge Concept Approval

Proposal must mesh with refuge goals, e.g. their Comprehensive

Conservation Plan



Status


Assign Accountable

Administrator

This is a key to success.Avoids ambiguous responsibility.Usually a Friends board member.Use best Friend for each project.



Status


Assign Accountable

Administrator

Refuge Assigns Staff

Partner

Refuge ownership and accountability is essential.


501(c)(3) Status


Objective Clearly Defined

Assign Accountable

Administrator


Partner

Grant Process

Quantify elements of the project:What? Where? Why? Impact? How? When?

Detail is important.



Status



Assign Accountable

Administrator


Partner

Define Resources

NeededFunds? Volunteers? Refuge Staff?

Equipment? Permits?



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed

Consider need for competitive bids,

permits, environmental impact statements,

USFWS approvals, etc. Weather

26Peer-to-Peer Workshop for Friends in Region 2, USFWS, Bosque del Apache NWR, Sept. 5-7, 2014. Marty Cornell 26


Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed

Develop Funding Plan

Grant $, matching $ requirements, in-kind contributions.



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed


Research Potential Funders

Funder philosophy? Funding level? Past engagement?


Research Potential FundersDo your homework: research the granting organization

on line, understand their philosophy (local is often better), perhaps speak to their grant administrator.

Identify a project officer who will address your questions. Inquire about how proposals are reviewed and how decisions are made.

Confirm your need matches granter’s requirements.

Actual NFWF grant application: “CONSERVE AND RESTORING THE ENDANGERED MUSKDEER IN VIETNAM”



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed



Target Grant Source & Submit

Application

Suggestion: Don’t go back to the same well every year.


File Early

Early filing forethought, organized, serious, commitment, disciplined.

Last minute filing superficial, unorganized, etc.



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed




Application

Celebrate Grant Award!



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed




Application


Report on Time (Interim

& Final)

Building Reputation



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed




Application



& Final)

Follow up Report

Results vs. Plan

Cementing Reputation



Status



Assign Accountable

Administrator


Partner

Develop Project

Timeline

Define Resources

Needed





& Final)

Follow up Report

Results vs. Plan


Application


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Recreational Trails Program

$$$ to States in 2013AZ $1.9 million, NM $1.4 million, OK $1.76 Million, TX $3.9 Million

30% motorized 30% non-motorized40% discretionary



Portion of the motor fuel excise tax from non-highway recreational fuel use:

State Recreational Trails Programs

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Trail improvements on the Go John Canyon TrailPhoto credit, Kathleen Fitzpatrick, CVL Hike Club Arizona State Parks

Arizona (Managing Agency: Arizona State Parks)ARIZONARobert Baldwin, State Trails CoordinatorArizona State ParksResources Management Section1300 W Washington StPhoenix AZ 85007-2932602-542-7130; Fax [email protected]


http://azstateparks.com/trails/index.html

http://wwwcf.fhwa.dot.gov/exit.cfm?link=http://azstateparks.com/trails/index.html


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Arizona (Managing Agency: Arizona State Parks)


http://azstateparks.com/trails/index.html

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New Mexico (Managing Agency: NMDOT-Statewide Planning Bureau

Rocky Mountain Youth Corps working on Salmon Run Trail, Heron Lake State ParkPhoto credit: New Mexico State Parks


NEW MEXICOAaron J. Detter, Recreational Trails Program CoordinatorNew Mexico Department of TransportationStatewide Planning [email protected]

http://www.emnrd.state.nm.us/SPD/Rectrails.html

http://www.emnrd.state.nm.us/SPD/Rectrails.html

http://www.dot.state.nm.us/en/Planning.html


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Oklahoma (Managing Agency: )

Bois D’arc Trail in Hugo Lake State ParkPhoto credit: Oklahoma Tourism and Recreation Department


OKLAHOMASusan Henry, Grants CoordinatorConservation and Planning DivisionTourism & Recreation Department120 North Robinson Suite 600Oklahoma City OK 73102405-230-8490; Fax [email protected]

https://otrd.ok.gov/OkTourism/Federal%20Grants/Default.aspx


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Texas (Managing Agency: )


TEXASTrey Cooksey, State Parks Trails CoordinatorTexas Parks and Wildlife Dept4200 Smith School RoadAustin TX 78744-3291512-389-8743; Fax [email protected]

Dow Woods Unit, San Bernard NWRPhoto credit: Marty Cornell

http://www.tpwd.state.tx.us/business/grants/



Recreational Trail Advisory CommitteeVolunteer Advisory Committee awards grants.

State employees insure compliance with Federal Recreational Trail requirements and manage their state program.


Represents both motorized and non-motorized recreational trail use.

Shall meet not less often than once per fiscal year.

9 volunteer members (Texas & Oklahoma), serve 4-year terms.

Recreational Trail Advisory Committee


Bicycle Charles DukeDisabled Access VacantEquestrian Keith ColemanEnvironmental/Conservation Marion Hutchinson IIFour-wheel Drive Charles “Chuck” BattlesHiking David FranklinMotorcycles Chuck HowardAt Large Jerel CowenAt Large Scott Jordan

Oklahoma Trails Advisory Board



Up to $200,000 for non-motorized trails ($250,000 total grant).

Smaller, ~$25,000 grants are often awarded.


DESCRIPTION OF PROJECTPlease provide a clear and concise description of the proposed project in the space below. Include a description of the trail length, width, surfacing, and configuration (loop, linear, network); trailhead and trailside amenities. Detail all work to be performed; any right-of-way or easements to be acquired; the relationship between project and any other work planned or existing; partnerships and/or community involvement; and educational/interpretive aspects of the project. (Limit to 1 page).

Write this last!


Project Description.This will form the first impression of the relative merits of your application vs. all other submissions.

For the last three years, Texas RTP received 80 to 83 Applications.

~1/3 get funded.


Project Description.Verbosity is not appreciated. Grant panels are people who must wade through piles of applications.

Succinctly answer the questions. Don’t ramble. Avoid jargon.

Write at a 10th-grade level.


Project Description.

The hook tailors the description of the idea to the interest of the funder. It aligns the project with the purpose and goals of the funder. This determines how compelling the reviewers will perceive your proposal.

Use the Hook!


The budget should be in sufficient detail to reflect a well thought out proposal.

Avoid prohibited items, e.g. salaries.


“It is surprising how many applications fail to get this math right.” Trey Cooksey, TPWD


Commitment letters from large donors have very positive impact!


10. MAINTENANCEIn the space below, briefly describe the identified commitment to continued operation and maintenance of the project. Please indicate who will be responsible for which tasks and who will finance them.

Trail maintenance is a refuge responsibility, but volunteers are often recruited.

Commitment letter from the NWR/Complex must be included with your application package. It should confirm consistency with the refuge land management plan.


11. PROJECT USE AND BENEFITSProvide in the space below a brief description of the benefits of the proposed project in terms of the project's quality, geographic scope, recreational needs that are to be met and expected amount of trail use or population to be served.

This is your impact statement. It must contain measurable items. How will success be quantatively measured?

Use and Benefits should be in sufficient detail to reflect a well thought out proposal.


Applications should include:

Site map locating the trail A U.S.G.S. topographic map (7.5 minute series) with

the trail location drawn on map.Photographs of the site.Legislative district printout


Common Defects in RTP ApplicationsDescription not clear (should pattern like a job

application).Budget doesn’t match Project Description. Often lacking location maps. State biologists,

historical commission, etc. need to know exact location.


Common Issues with RT Project ExecutionScope changes made without consent of state

administrators. This jeopardizes reimbursement.

Invoiced materials not used for project. This will jeopardize reimbursement.


Tips in Executing Grant ProjectsBuild a Cash Flow Reserve to handle period

between invoice payment and reimbursement.Competitive bids for large items make a big

difference. e.g. 0.9-mile concrete trail: $69k to $492kDevelop detailed descriptive specification.Keep funder informed of progress, delays.


ReferencesGrant Proposal Writing Tips, Corporation for Public Broadcasting. http://uhaweb.hartford.edu/schatz/Articles/CPB__Grant_Proposal_Writing_Tips.pdf

Grant Writing 101, 102 http://www.guidestar.org/rxa/news/articles/2006/grant-writing

How to Write a Grant Proposal;http://nonprofit.about.com/od/foundationfundinggrants/tp/grantproposalhub.htm

Grant Writing Toolkit: The Needs Statement.; http://refugefriendsconnect.org/wp-content/uploads/2013/08/Needs_Statement_Toolkit.pdf

http://uhaweb.hartford.edu/schatz/Articles/CPB__Grant_Proposal_Writing_Tips.pdf

http://uhaweb.hartford.edu/schatz/Articles/CPB__Grant_Proposal_Writing_Tips.pdf

http://www.guidestar.org/rxa/news/articles/2006/grant-writing



http://nonprofit.about.com/od/foundationfundinggrants/tp/grantproposalhub.htm

http://nonprofit.about.com/od/foundationfundinggrants/tp/grantproposalhub.htm

http://refugefriendsconnect.org/wp-content/uploads/2013/08/Needs_Statement_Toolkit.pdf




Here’s to your success

in getting grants!

Grant Writing Basics

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