Grant Writing Basics for Food Systems Projects

Grant-writing Basics for Food Systems Projects

A webinar co-sponsored by the eXtension Community, Local and Regional Food Systems CoP & the Community and Regional Food Systems Project

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This is the second webinar in our webinar series. Past & future webinars will be posted on eXtension’s CLRFS page (once launched), and at:

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“Evaluating Innovation and Promoting Success in Community and Regional Food Systems”

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Welcome to the Webinar – May 1, 2013 eXtension Community, Local & Regional Food Systems CoP

Community & Regional Food Systems Project

Agenda:

1) An Introduction to the Co-sponsoring Organizations

2) Grant Writing Basics for Food Systems Projects. Designing sound projects, finding funding, grant writing basics. Presenters: Margaret Krome and Una Van Duvall

3) Questions & Responses

Grant-writing Basics for Food Systems Projects

• Margaret Krome, Policy Program Director Michael Fields Agricultural Institute, East Troy, Wisconsin

• Una Van Duvall, Cross Management Services, Milwaukee, WI

Funding for…

Designing Sound Projects

Designing Sound Projects

Designing Sound Projects

Some questions to ask:

• What problem do you seek to address? What are your goals and (measurable) objectives? • Have other people, locally or elsewhere, addressed this problem? If so, what can you learn from their work?

Designing Sound Projects

More questions to ask:• Who else might care about your problem? Should they be involved in your project?

• What is your principal strategy to address your problem? (among several options)

• What's a realistic timeline for action?

Designing Sound Projects

More questions to ask:• What resources (people, $$, materials) does

your project require? (What do you already have?)

• Who else needs to know about your project? What’s the best way to reach that audience?

• How will you measure and evaluate your project's outcomes?

Identifying Possible Funding

Identifying Possible Funding

• Think creatively and broadly about your project's needs. Can multiple types of assistance be useful?

• Identify programs whose purposes and

available resources seem most suitable to your purposes.

Identifying Possible FundingResources: Libraries, Extension, Networking, Internet

• Building Sustainable Farms, Ranches, and Communities https://attra.ncat.org/attra-pub/summaries/summary.php?pub=279

• Grassroots Guide to the 2008 Farm Bill, National Sustainable Agriculture Coalition, 128 pages, 2008. http://sustainableagriculture.net/publications/grassrootsguide

• USDA Organic Information: http://www.ams.usda.gov/OrganicInfo

• USDA NRCS Program Resources: http://www.nrcs.usda.gov/wps/portal/nrcs/detailfull/national/ programs/?cid=stelprdb1048817#sthash.gXsyBcwh.dpuf

Identifying Possible Funding

Questions to consider:

• Would your project advance the program’s stated mission and goals?

• Is the program’s form of assistance appropriate to your needs?

• How big is its funding pool? What percent of applicants

typically get funded? What’s the average amount and duration of grants?

Identifying Possible Funding

• What can you learn about past projects that programs have funded?

• What are eligibility requirements, financial match requirements, and restrictions on a program’s use?

• Is funding available up-front or (more typically) only on a reimbursement basis?

Identifying Possible Funding

• Are a program’s application deadlines and funding timeframes appropriate to your project’s timeline? Does the program fund multi-year projects? • Do past grantees feel that a program’s reporting requirements are reasonable and that the program is well-administered?

Identifying Possible Funding How to answer those questions:

• Read the RFP (or MOSA, or NOSA, or RFA, etc.) – get it from the websites listed, from linkages from www.grants.gov, etc.

• Call the program staff. Contact info is on their website and on the RFP. Inquire about training sessions to help potential applicants apply.

• Ask past grantees

Grantwriting Basics

• Basic Do’s and Don’ts

• Common Grant Application form

Basic Grantwriting Do’s & Don’ts

• Give yourself enough time –3X what you expect!

• Read the RFP at least 3 times and follow it

• Start with the budget before writing text• Make your budget accurate, clear; use a budget

narrative if needed

• Don’t include materials not requested• Explain how your proposal advances a program’s goals

• Be precise, accurate; don’t exaggerate

Basic Grantwriting Do’s & Don’ts

• Use clear, simple language to be readable• Have it reviewed by a savvy editor friend or colleague.

Is it clear, readable, grammatical?

• Clarify questions by calling the program staff. Be pleasant and non-combative

• Make sure you understand the review process • If you‘re turned down by a program, find out why

before writing another. Don't be discouraged!

COMMON GRANT APPLICATION FORM

Who uses it? Many foundations, and some government programs have procedures that are based on similar ideas. Check with a program to see if they use the CGA.

GENERAL INSTRUCTIONSThe application has three parts. Be sure to complete each question of each part.

Type all proposals (minimum 10 points).

Provide all of the information in the order listed.

Submit only one copy with numbered pages; do not bind or staple.

Common Grant Application form

Common Grant Application formPART ONE: GRANT AND ORGANIZATION INFORMATION Grant RequestTotal Amount Requested: $ Funder applying to: Date Submitted: Name of Project: Duration of Project: from January 1, 2013 to December 31, 2013 When are funds needed? January 2013 Nature of Request: capital project operating program endowment other

In what geographical location will the funds be used? MY HOME TOWN

Organization Information

Name: My Organization’s Name Here

Address: 5555 N. Every Where . Drive City: Milwaukee State: WI ZIP: 53210

Phone number: (TTY: FAX Number:___)

Email: [email protected] Federal ID #: 45-1896815

Date of Incorporation: 1999Chief Staff Officer (Name &Title): I am the Executive Director

Phone number: (414) 555-1550 x105

Contact Person (Name & Title): Me , Myself & I

Phone number: (414) 555-1550 x105

Board Chairperson (Name & Title): Mr. Big Bucks Phone Number: (414) 555-7684

Common Grant Application form

Organization Information (cont’d)

Dates of organization's fiscal year: January 1-December 31Organization's total operating budget for past year $1,587.371 and current year $1,932,346

Please list the organization’s staff composition in numbers: Paid full time 19 Paid part-time 13 Volunteers 30 Interns Other 11 (seasonal/Temp) Total staff (both professional and volunteer) 73 Has the governing board approved a policy which states that the organization does not discriminate as to age, race, religion, disability, sexual orientation, sex or national origin? Yes No

If yes, when was the policy approved? 1999. Does the organization have federal tax exempt status? Yes No If no, please explain on separate sheet.

Common Grant Application form

Population Served Please check the primary service category of organization (check only one): __ Arts/Culture __Health __Human Services __Civil/Economic Development __Education __Environment __Other (specify) _________________________ Provide percentages and/or descriptions of the populations the organization serves: 69% African-American 1% Caucasian Native American 10% Asian American 20% Hispanic/Latino Other please list

Common Grant Application form

Authorization Has the organization’s chief executive officer authorized this request? Yes No An officer of the organization’s governing body (such as a board member) must sign this application: (You will have to print out this form and sign the application for submission.) The undersigned, an authorized officer of the organization, does hereby certify that the information set forth in this grant application is true and correct, that the Federal tax exemption determination letter attached hereto has not been revoked and the present operation of the organization and its current sources of support are not inconsistent with the organization’s continuing tax exempt classification as set forth in such determination letter. Signature Print Name/Title Date

(Remember to include all materials requested with this application!)

Common Grant Application form

PART TWO: GRANT PROPOSAL NARRATIVE - the Who, What, When, Why of the Matter Please provide the following information in the order presented below. Note that some sections are not required for general operating support. Refer to the glossary of terms (last page) as needed when preparing the narrative. Use no more than five pages; excluding attachments. Organization Information and Background Provide a brief summary of the organization’s mission, goals, history, programs, and major accomplishments, success stories and qualifications.Show evidence of client & community support.

Common Grant Application form

Project/Program Description (NOT required for general operating requests) Abstract: Briefly describe the proposed program, how it relates to the organization’s mission, capacity to carry out the program and who will benefit from the program.

Explain the significance of the program and why the organization is qualified to carry it out.

Describe the expected outcomes and the indicators of those outcomes.

Document the size and characteristics of the population to be served by the program.

Common Grant Application form

Project/Program Description (cont’d)

Outline the strategy/methodology and timeline to be used in the development and implementation of the program.

What is the plan to involve the population you intend to serve in the design?

How does this program enhance the existing services in the community?

Common Grant Application form

Evaluation Briefly describe the evaluation process and how the results will be used.Explain how the organization will measure the effectiveness of the program.Describe the criteria for success.Describe the results expected to be achieved by the end of the funding period.

Common Grant Application form

Funding Considerations Describe plans for obtaining other funding needed to carry out the project/program or organizational goals, including amounts requested of other funders. If the project/program is expected to continue beyond the grant period, describe plans for ensuring continued funding after the grant period. List the top five funders of this project (if applying for a program grant) or organization (if applying for general operating support) in the previous fiscal year, the current year, and those pending for the next fiscal year.

Common Grant Application form

PART THREE: REQUIRED ATTACHMENTSThis is standard information, It should be submitted at the same time as the request. Not to do so may disqualify your request.

Submit the following attachments (in the order listed) with the completed proposal:

1. Complete list of the organization's officers and directors. 2. The organization's actual income and expense statement for the past fiscal year, identifying the organization's principal sources of support.

3. The organization's projected income and expense budget for the current fiscal year, identifying the projected revenue sources.

Common Grant Application form

PART THREE: REQUIRED ATTACHMENTS (CONT’D)

4. The organization's most recent audited financial statement including notes and IRS Form 990. 5. Copies of the IRS federal tax exemption determination letters. 6. Program Budget (multi-year if applicable). NOT required for general operating requests. 7. Grantee Report (if previously funded).

Common Grant Application form

• Today’s webinar will be posted at https://learn.extension.org/

• Documents useful to grantwriting are posted at: http://www.community-food.org/2013/04/webinar-grant-writing-basics-for-food-systems-projects/

• MFAI offers free grantwriting advising in the Midwest, especially for underserved farmers and groups that assist them http://michaelfields.org/grants-advising-services-provided-through-michael-fields-agricultural-institute/

Additional resources to help you:

Questions?