Partnering with the City of Springfield to Get Grants: Things to Know Offered by The City of Springfield, Massachusetts Office of Grants Management March 2012

Topics Today The Grant Partnership Form The Grant Partnership Form Background: Determining the Desirability of a Grant Background: Determining the Desirability of a Grant What Springfield looks for in a Grant Partner What Springfield looks for in a Grant Partner It is Important to Play Nice with Others It is Important to Play Nice with Others What to Expect in Working with a Municipality What to Expect in Working with a Municipality Contact Information Contact Information

Agency/Vendor Grant Partnership Form ***Walk through the Form’s Content*** The purpose of the form and workshops is to have basic contact information and scope of work for all the nonprofit entities in the City so I can reach out when potential grant opportunities become available AND nonprofit staff can contact me for assistance with grant applications (i.e. letters of support, editing applications, data, etc.)

Determining the Desirability of a Grant Eligible does not always mean desirableEligible does not always mean desirable –Number of Awards –Time & Effort vs. Award (i.e. time can = money) –Match with City & Non-Profit Priorities

Is the Project a Good Fit for all Parties? Project StaffProject Staff Appropriate people doing appropriate thingsAppropriate people doing appropriate things Percentage of time dedicated to the projectPercentage of time dedicated to the project Cultural/Geographic CompetencyCultural/Geographic Competency

Mission AlignmentMission Alignment Geographic or Population FocusGeographic or Population Focus Reputation and ResultsReputation and Results Ability to Perform All Tasks in a Timely MannerAbility to Perform All Tasks in a Timely Manner Capacity to Work Outside SilosCapacity to Work Outside Silos –ability to talk to different groups What Springfield looks for in a Grant Partner

History with the Municipality & Funder Does the entity have experience working with the City? If not, does some relationship exist?If not, does some relationship exist? –If not – why? Does the entity have measurable experience and outcomes associated with other businesses and organizations that have impacted their targeted neighborhoods? Does the entity have relationships with all partners?

Capacity To deliver programming - evidence-based practices are becoming more sought after Start tracking your data credibly!Start tracking your data credibly! Once tracked – use it!Once tracked – use it! Exceptional leadership at an executive and board level – But not totally driven by one person To follow-through with reporting back to the funder To accept and perform role assigned in collaborative

Sustainability What happens after the $$ is spent What happens after the $$ is spent It is OK to talk about fundraising It is OK to talk about fundraising City should not be automatically expected to pick up future cost at the end!City should not be automatically expected to pick up future cost at the end!

Evaluation A well- written proposal should generate data Qualitative vs. Quantitative Measurement Hiring and Outside Evaluator Credentials = Data/Statistical Expertise The evaluator should be involved in writing the proposal You cannot your be own evaluator Costs Evaluator can cost 10-15% of project budget (Negotiate up front)

Evidence-Based Models Almost all larger grants now require evidence-based modelsAlmost all larger grants now require evidence-based models –Approach is sometimes directly identified in application E.g. Ceasefire modelE.g. Ceasefire model

What are Evidence-Based Models? (1) It has been studied using appropriate scientific methodology (2) It has been replicated in more than one geographic or practice setting, with consistent results (3) It has been recognized in scientific journals by one or more published articles (4) There is an implementation manual to follow, and (5) It produces specific outcomes

Best Practices Best practices - defined by the funder or you might be able to show your own dataBest practices - defined by the funder or you might be able to show your own data –Some agencies: E.g. HHS SAMHSA have identified best practices –There is a growing rating and measurement of practices in academia and by funders –Using your own data supported model is hard but often more interesting to funder, especially if it builds off an existing model

Evidence-Based Practices vs. Best Practices Evidence-Based Practices are programs that have been shown effective by scientifically rigorous evaluations that validate their assessment and effectiveness.Evidence-Based Practices are programs that have been shown effective by scientifically rigorous evaluations that validate their assessment and effectiveness. Best practice programs are generally accepted, informally-standardized techniques, methods or processes that have proven themselves overtime however they lack the evaluation process.Best practice programs are generally accepted, informally-standardized techniques, methods or processes that have proven themselves overtime however they lack the evaluation process.

Scenario Non-profit does not file paperwork as requiredNon-profit does not file paperwork as required Grant is auditedGrant is audited Audit Results NegativeAudit Results Negative –Springfield and/or partner(s) are not eligible for future grants –Headline: Auditors find problem…

It is Important to Play Nice with Others This is a business relationshipThis is a business relationship Mutual Benefit is NecessaryMutual Benefit is Necessary It is about the people served!It is about the people served!

What to Expect when Working with the City Slower TimetableSlower Timetable –Process Driven –Contracts & Liability Issues –Often Involves Legal Review –Requires Council Approval Procurement Process: Springfield has rigid procurement rulesProcurement Process: Springfield has rigid procurement rules

Takeaways Cities and non-profits need one anotherCities and non-profits need one another Non-profits must do better highlighting their programming successesNon-profits must do better highlighting their programming successes Cities must do a better job cutting red tapeCities must do a better job cutting red tape Credibility CycleCredibility Cycle

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