1. 2010-2011 Local Government Efficiency Grants Application

2. Overview Grant Categories – High Priority Planning – General Efficiency Planning – Efficiency Implementation – 21 st Century Demonstration Grant Application Questions & Answers

3. Available Funding Planning Grants High Priority Planning Grants General Efficiency Planning Grants Implementation Grants Efficiency Implementation Grants 21 st Century Demonstration Project Grants $750,000 $2,125,000 Total $5,000,000

4. Planning Grants High Priority Planning Grants – Non-Competitive, $50K Maximum General Efficiency Planning Grants – Competitive, $25K to $35K

5. High Priority Planning Grants City and County Charter Revisions – Functional Consolidation – Increased Shared Service Municipal Consolidations or Dissolutions County-Wide Shared Service Transfer of Local Functions to the County or Regional Level Sustainable reductions in the cost of police, fire and highway services for municipalities in the top 25% of comparable municipalities

6. General Efficiency Planning Grants Competitive Grants – $25,000 to $35,000 To help identify and study opportunities to improve efficiency and cost savings

7. Shared Service Implementation Grants Efficiency Implementation Efficiency Implementation Grants – Competitive, up to $1 million – Capital Costs integral to consolidated service – Transitional personnel costs – $200,000 per municipality

8. Efficiency Implementation Grants Implementation of Plans To Improve Efficiency and Cost Savings – Capital Projects – Equipment Purchase with Functional Consolidation – Transitional Costs Credit for Local Cost Share from Prior Related Planning Grants

9. 21 st Century Demonstration Project Grants – Support and encourage local leaders to undertake changes outside of traditional ideas: Regional school district support services Police and fire consolidations Regional and multi-county services Regional smart growth compacts. – Applicants will have to meet additional program requirements and participation thresholds.

10. PREPARING AN APPLICATION 2010-2011 Local Government Efficiency Grant

11. Two-Part Application Part 1: Applicant & Overview ALL applicants will complete the same Part 1 application General information about the applicant and co- applicant(s) Brief overview of the proposed project Part 2: Category-Specific Complete the appropriate part for your project’s category Criteria Questions including a Work Plan Intermunicipal Agreements Budget Summary & Detail Resolution & Certification

12. Application Submission Complete and submit an original application (signature in blue ink) and 3 copies. 1 compact disc (the disc shall contain one copy of the application in Adobe Acrobat Portable Document Format). Must be received before the deadline at: Contract Administration Unit Attn: Local Government Efficiency Grants New York State Department of State, Bureau of Fiscal Management One Commerce Plaza, 11th Floor, Suite 1110 99 Washington Avenue Albany, NY 12231

13. Application Deadlines High Priority Planning Grants – November 17, 2010 at 4:00pm – December 15, 2010 at 4:00pm – January 19, 2011 at 4:00pm – February 16, 2011 at 4:00pm – March 16, 2011 at 4:00pm All other LGE Grants – December 1, 2010 at 4:00pm

14. PART 1: APPLICANT & PROJECT OVERVIEW 2010-2011 Local Government Efficiency Grant

15. Part 1: Applicant & Project Overview Lead Applicant Information Name of Municipality Chief Administrative Official Mailing Address Type of Municipality Federal Tax ID Number Telephone & Fax Numbers County Senate & Assembly Districts Lead Applicant Contact Person Name & Title of Contact Person Address, Phone, Fax & E-Mail General Project Information Grant Category Project Costs (Local Share Is At Least 10%) Project Title & Description Additional Information

16. Part 1: Applicant & Project Overview Co-Applicants Name of Municipality Chief Administrative Official Mailing Address Type of Municipality Federal Tax ID Number Telephone & Fax Numbers County Senate & Assembly Districts Each Applicant Must Provide A Resolution Applicants and Co-Applicants: Counties, cities, towns, villages, special improvements districts, fire districts, school districts, BOCES, public libraries, association libraries, water authorities, sewer authorities and regional planning and development boards.

17. PART 2 2010-2011 Local Government Efficiency Grant

18. USE THE CORRECT APPLICATION! 2010-2011 Local Government Efficiency Grant

19. PROJECT NARRATIVE: EXPLAINING YOUR PROJECT 2010-2011 Local Government Efficiency Grant

20. Writing a Project Narrative Respond to each of the application’s questions Answer all of the questions Be as detailed as possible Explain everything If you feel a question is not applicable – tell us why Be succinct Make sense

21. PROJECT NEED MUNICIPAL BENEFITS EXPECTED OUTCOMES 2010-2011 Local Government Efficiency Grant

22. Describing Project Need What is the service to be addressed? What has created the need for change? How have municipal expenses increased for this service?

23. Describing Municipal Benefit Are there benefits other than cost savings? organizational or management structure how the service will be delivered improved public access to municipal services reduced but efficient level of service that still meets the community’s needs Impact of doing nothing? Will the project be undertaken if the grant is not awarded?

24. PROJECT INTEGRITY AND BUDGET 2010-2011 Local Government Efficiency Grant

25. WHAT IS A WORK PLAN? 2010-2011 Local Government Efficiency Grant

33. Consistency How does the project fit into a long term plan? What is the long term plan? How does the project fit? How will the plan save $$? What are the future steps?

34. Project Budget Realistic Budget Reasonableness of cost Estimates Previous similar projects Travel Salaries

35. Project Links Connections to Other State Programs? Smart Growth Brownfields Opportunities Areas Local Waterfront Revitalization Plans Energy Efficiency Connections to Local Initiatives? Comprehensive Plan Economic Development Capital Improvement

36. HOW TO SHOW COST SAVINGS? 2010-2011 Local Government Efficiency Grant

37. Cost Savings/Benefit Estimate Reduction in municipal expenses (operating costs) and expenditures (capital costs). Directly attributable to implementation of a shared services project. SHALL include temporary implementation costs/expenditures and potential costs saved. SHALL NOT include the amount of the LGE grant.

38. Cost Savings/Benefit Estimate May be temporary or permanent. Temporary Costs or Savings: One-time or limited number of occurrences. Associated with implementation of project. Purchase or sale of a building, surplus equipment, etc. Permanent Savings: Expected to occur on an ongoing basis. Primary rationale for shared services projects. Reduction in staffing, insurance costs, etc.

39. Cost Savings/Benefit Estimate Example - Functional Consolidation: – $500,000 Efficiency Implementation Grant – Implementation (Temporary) Costs or Savings $50,000 expenses for applicant $70,000 expenses for partner municipality $100,000 gain on sale of surplus equipment – Ongoing (Permanent) Savings $10,000 in reduced need for office space $65,000 in reduced administration expenses

40. Measure Savings in Municipal Budgets Functional CategoryMunicipal ServicesOSC Codes General Government SupportLegislative, Judicial, Executive1000 - 1999 EducationCommunity Colleges2000 - 2999 Public SafetyPolice, Fire, Animal Control3000 - 3999 HealthHospital, Ambulance4000 - 4999 TransportationHighway, Public Transportation5000 - 5999 Econ. Assistance & OpportunitySocial Serv., Econ. Development6000 - 6999 Culture and RecreationParks, Library, Seniors Programs7000 - 7999 Home and Community ServicesWater, Sanitation, Planning8000 - 8999 UndistributedBenefits, Debt Service9000 - 9999

42. 1,000,000 200,000 2,500,000 100,000 2,000,000 500,000 750,000 2,500,000 800,000 200,000 1,200,000 700,000 Town of Anywhere $20,000,000 $500,000

43. 1,000,000 200,000 2,500,000 100,000 2,000,000 500,000 750,000 2,500,000 800,000 200,000 1,200,000 700,000 -50,000.00 100,000.00 50,000.00 Changes in staffing Vehicle Maintenance & Repair Town of Anywhere $20,000,000 $500,000

44. 1,000,000 200,000 2,500,000 100,000 2,000,000 500,000 750,000 2,500,000 800,000 200,000 1,200,000 700,000 -50,000.00 100,000.00 -70,000.00 50,000.00 -20,000.00 Changes in staffing Vehicle Maintenance & Repair Partner Savings Town of Anywhere $20,000,000 $500,000

45. 1,000,000 200,000 2,500,000 100,000 2,000,000 500,000 750,000 2,500,000 800,000 200,000 1,200,000 700,000 -50,000.00 100,000.00 -70,000.00 50,000.00 -20,000.00 10,000.00 65,000.00 75,000.00 Changes in staffing Vehicle Maintenance & Repair Partner Savings Town of Anywhere $20,000,000 $500,000

46. 1,000,000 200,000 2,500,000 100,000 2,000,000 500,000 750,000 2,500,000 800,000 200,000 1,200,000 700,000 -50,000.00 100,000.00 -70,000.00 50,000.00 -20,000.00 10,000.00 65,000.00 75,000.00 Changes in staffing Vehicle Maintenance & Repair Partner Savings Town of Anywhere $20,000,000 $500,000 146% 3.75

47. Return on LGE Grant Grant: $500,000 Savings: $730,000 Savings per Grant Dollar: – $730,000/$500,000 – $1.46 saved per grant dollar spent or – 146% return

48. Tax Impact Recurring Savings: $75,000 Full Value of Real Property: $20,000,000 Tax Impact = Savings/(Full Value/1,000) Tax Impact = $75,000/($20,000,000/1,000) = $75,000/$20,000 = $3.75 per $1,000 of Value

49. PROJECT SELF SUFFICIENCY AND MANAGEMENT CAPABILITY 2010-2011 Local Government Efficiency Grant

50. Describing Self Sufficiency Lead Applicant’s financial and administrative ability Can they afford to complete before reimbursement? Staff to manage the project Past experience with other projects

51. Local Support What is Local Support? Citizen Petitions Letters from Local Leaders Letters from Municipal Staff Collective Bargaining Units Local Media Community Organizations

52. General Tips Complete all parts of the application: Part 1 and Part 2. Part 1 and one Part 2 must be submitted with each application submission. Keep the application in order. Label all attachments clearly. Attach additional pages at the end of the application. Begin numbering additional pages with 1. Re-check your budget for accuracy. Give as much relevant detail as possible. Answer all questions, even though similar information may be found elsewhere in the application materials such as in an excerpted or attached study.

53. CONGRATULATIONS! YOU’VE BEEN FUNDED. NOW WHAT? 2010-2011 Local Government Efficiency Grant

54. Formalize Your Partnership Memorandum of Understanding (MOU) – Required for studies and plans, first step in implementation-type grants – Identify roles, responsibilities and expectations including fiscal responsibility Intermunicipal Agreements (IMA) – Formal contracts for shared services – Authorized by GML Article 5-G, no more than 5 years in length and must terminate or be renewed – Required for implementation-type grants All should be reviewed by counsel prior to signing.

55. Execute Your State Contract Review state contract, budget and terms. Develop final work plan for the grant. Return contract with 3 original signatures pages. Upon approval of contract, voucher and claim information will be provided.

56. Report Your Progress Project Status Reports – With every payment request or every 6 months, whichever is sooner Your Project Manager – Periodic updates, information on upcoming meetings, questions Project Documentation – Take pictures of your project’s progress – Help us showcase your work!

57. 99 Washington Ave, Suite 1010 Albany, NY 12231 (518) 473-3355 (800) 367-8488 http://www.dos.state.ny.us LGEProgram@dos.state.ny.us