2. 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

3. 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
This will get you ready for any grant program. Almost all will ask for at least some of this info.
Helps get the necessary info all in one place so you can find it easily.
Can be notebooks, if you are a notebook person.
Need electronic for uploading, paper for attachments or meetings.
Need to update yearly, or as things change.

4. 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

5. 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
Joe Pyeweed works for XYZ corporation—he won’t let this grant fail!

6. 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

7. 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
Bids should be apples to apples—same specs for everyone
No bids are ok—document that you couldn’t find a 3rd bidder
Might want to write this out as a policy or procedure – can send it off to grantor if requested –demonstrates good mgmt
Be sure to document this- more files!

8. 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
Check with your accountant on these! Also have MN Revenue ST-3 to give to vendors. Is proof of tax exempt status

9. What do these show? Your fiscal capacity Your fiscal skills
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
Fiscal capacity = cash flow
Fiscal skills = money management, reporting, etc. Do you have an accountant or someone knowledgeable for questions?
Do you follow generally accepted accounting principles? Can you pay invoices within 30 days? Do you need to take out a loan for cash flow for the grant?

10. 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
More files to set up….
Separate one for each program, possibly each year (things change)
Electronic and paper

11. Other files Funded grants: Submitted but not funded applications
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
Funded grant files will get bigger as you do work
Submitted but not funded – parts may be usable again/elsewhere

12. Make a grant calendar CPL program timeline Deadlines for funded grants
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
Other grant programs are also generally on a regular schedule – you can make a calendar for those too
If you need input or info from someone else, ask for it early. They may be busy or out of town.
Calendars can be paper, or Google—allows others to access it

13. 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?

14. 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

15. 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
Now that you’ve got files set up, how do you start

16. 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?

17. Grant Applications: Paper or electronic submission?
CPL is online only.
No 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

18. 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

19. 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?

20. 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…..
Builds credibility – shows you have a strategy, not just a last minute request

21. 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
Match the funding source—as discussed earlier.

22. 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?
Based on last year’s CPL applications

23. 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

24. 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.
Working on electronic process to make this faster.

25. 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

26. 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?

27. 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