Advanced Grantwriting, Prospecting & Stewardship

Georgia Coastal Protection LeagueSea Turtle Rescue Program

(c) 2012 Robert Hopkins Pfaff

(c) 2012 Robert Hopkins Pfaff

Research Results Summary Statement:

1. The successful, local organization, with an environmental/conservation mission, has nurtured long-term relationships with national, “invitation-only” private and corporate foundations - otherwise unfocused on Georgia or the environment.

2. In 2011, The Loggerhead Sea Turtle secured $258,000 (12%) in government grants and $556,605 (26%) in other grants, major gifts and special events. Of its 17 $1,000+ grantors, 76% (13) do not accept unsolicited proposals, 33% (9) do not target the environment and 59% (10) do not specify Florida.

3. This analysis included a general review of grants to animal welfare, endangered species programs/exhibitions and aquariums from 2009-2011.

4. Of the 2,668 grants awarded, only 729 (27%) came from private or corporate foundations that accept unsolicited proposals.

5. Fifty-eight per cent of private, family foundations concurred: “It is very important that someone I know and respect is closely involved or has asked me to support the project.“

Project Research Results & Strategies

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(c) 2012 Robert Hopkins Pfaff

II. Suggested Grant Program Strategies

Project Research Results & Strategies

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1) Elevate & Leverage Organization’s National Profile1) Pursue and secure significant federal grant award

2) Leverage into major national foundation gifts

3) Explore smaller, local foundation awards

4) Secure corporate grants and sponsorships

5) Explore introductions to donor-advised funds

2) Invest in Relationship Mapping to Open Doors1) Invest in relationship mapping

2) Develop moves-management plans to cultivate national prospects

3) Leverage major, foundation awards into other gifts

4) Continue to pursue significant federal funding opportunities

(c) 2012 Robert Hopkins Pfaff

1) Researching & Prioritizing Viable Leads

I.Primary Strategies

1.Map major donor and board relationships

2.Glean prospects from the donor lists of organizations with similar missions

3.Network at fundraising and other events, hosted by other organizations

4.Engage the philanthropic community w/ active professional memberships

5.Develop major partnerships - become a project lead or subcontractor

6.Balance grant progress and priorities (see example)

II.Secondary Strategies

1.Foundation collection and other online systems

2.Subscribe to local newspapers

II. Building Bridges to Major Grantmakers

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(c) 2012 Robert Hopkins Pfaff

2) Developing & Implementing Cultivation Plans

I. Primary Strategies

1)Compile a list of 50-100 of most viable prospects (and best contacts)

2)Cultivate support of best contacts and internal advocates

3)Enlist Board of Directors, Development Committee or Grants Committee

4)Implement moves-management roadmaps to each prospect

5)Meet with prospect to discuss application, if possible

6)Submit ‘blessed’ application for major grant award

II. Secondary Strategies

7)Travel to Washington, D.C. - Meet with FWS and other potential funders

8)Network to CCF invitation-only donor designated funds

9)Networking up the philanthropic ladder

10)Recruit and leverage corporate leaders

II. Building Bridges to Major Grantmakers

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(c) 2012 Robert Hopkins Pfaff 5/24/2012

6) Example: Balancing Progress & PrioritiesInternal Monitoring Report 10/01/2013

(c) 2012 Robert Hopkins Pfaff

1) Convincing Prospects with Distinctive Proposals

I. General Best Practices1. Start the grantwriting process ASAP!

2. Learn pitch your project to grantors with various interests

3. Make smart use of statistics (see example)

4. Case Statement: Clear, Credible & Compelling (see example)

5. Develop strategic project plans (see GFL handout)

6. Construct ‘big picture’ budgets (see example)

7. Base request amount on need/average – not maximum

8. Cite your references (MLA Handbook 7th Edition)

9. Become fluent with organizational/project finances

10. Submit application 3-7 days before deadline

11. Develop individual cultivation plans for each prospect (prepoposal contacts)

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

2) The Case Statement: Clear, Credible & Compelling

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Georgia Animal Welfare League – Case Statement

Services 2004 2005 2006 2007 2008 AAGR 2009 Goals

Adoptions 1,100 2,865 1,884 2,204 2,675 41% 3,776Spay/Neuters 535 622 698 753 802 11% 888Low-Income Vet Clinic 2,456 3,233 2,988 3,899 5,200 22% 6,343Euthanasia 124 156 99 57 36 -22% 28TOTALS 4,215 6,876 5,669 6,913 8,713 23% 11,034

• In September 2005, The League’s volunteers rushed to New Orleans and rescued 1,510 lost pets. We reunited 561 (37%) of these animals with their human companions. Local families adopted the remaining Katrina evacuees, increasing adoption rates by 160%.

• In 2006, The League leveraged this new public support into major, continuous funding sources. From 2004-2008, the League sustained an 112% increase in overall services, excluding euthanasias. From 2004-2008, The Society decreased euthanasias by 70%.

• In 2007, the deployment of local military personnel to Iraq surged, accounting for 194 surrendered pets. In 2009, The Society expects to serve 11,000 families and animals, based on our new funding resources and our 23% five-year growth rate.

(c) 2012 Robert Hopkins Pfaff

Expense Request Match Total Match Source Quote Description

Admin. $20,000 $20,000 $40,000 Human Turtle Races FR Special Event

8.3% indirect costs. Three-year average of historical indirect cost rate plus 4% inflation rate

Veterinary Costs

$250,000 $100,000 $350,000 Yertle the Turtle Foundation

Check received 4/15/12. Quote Source: Sea Island Vet. Clinic

Supplies $30,000 $20,000 $50,000 Inkind donation from Surgical Supply

$2,500 surplus from 2011 program operations

Transport. $0 $10,000 $10,000 Dept. Natural Resources

20,000 miles /50 cents per mile. Quote Source: DNR.

Misc. $20,000 $10,000 $30,000 Phi Kappa Phi Pledge Carwash

Based on last years actual plus 10% expansion goal.

Turtle Troops

$0 $10,000 $10,000 DNR-trained Volunteers

Volunteers search for wounded turtles/nests. 1,000 hrs. @ $10. Source: 2011 time sheets.

TOTALS $320,000 $170,000

$490,000 1,000 turtles served. Avg. $320 requested per rescue.

6) Sample “Big Picture” Budget

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(c) 2012 Robert Hopkins Pfaff

Excerpt from $750,000 USDA Community Foods ProjectCFDA #10.225: Growing Food Locally

“For the purpose of this proposal, the farmers reside in Beaufort County, typified by those living in Census Tracts 1, 11 and 21. In these tracts, a combined 86% of the total population is described as rural.

Of the 26,279 people living there, an average 51% of the population is African-American, with a per capita income of $11,326; and more than 45% are listed as ‘not in the work force.’ The target populations receiving food assistance live in Beaufort, Jasper , Hampton and Colleton counties (hereafter referred to as ‘surrounding areas’). Of these 82,680 people, the average income is $10,466 with 73.5% listed as rural, and 52.7% are ‘not in the work force.’ Please see Appendix A: Target Communities Census Tract Maps.”

7) Sample: Making Smart Use of Statistics

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(c) 2012 Robert Hopkins Pfaff

2) Customize Strategies to Different Grantmakers

1. Federal Demonstration Grants

1) How to Ensure Adequate Lead Time (3-6 Months)a) Search grants.gov (and other resources) on a regular basis

b) Save time by knowing the basics of Boolean search protocols.

c) Sign up for grant email alerts for timely information (RFPs, changes)

d) Evaluate aptitude for success (cost vs. benefits)

2) How To Construct The Strongest Proposale) Research your topic thoroughly (see online resources)

f) Recruit strategic partners and advocates, with influence and expertise

g) Compile strategic project plan

h) Construct ‘big picture’ budget

i) Then compile grant and budget narratives

j) Distribute rough draft to partners for mock review

k) Collect the strongest letters of support

l) Recruit an expert to write Evaluation section

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

2) Customize Strategies to Different Grantmakers

1. Federal Demonstration Grants

4) How To Prepare for the Deadlinea) Register and secure DUNS number, CCR, AOR in timely manner

b) Learn electronic submission system requirements

c) Understand how these proposals are reviewed

d) Check for SPOT (State Point of Contact) requirements

e) What is an approved indirect cost rate?

5) How to Leverage the Grant Awardf) Express gratitude to everyone involved in the process

g) Contact prospects and existing donors with great news

h) Complete and submit all reports on time

i) Send out newsflashes, etc…

Remember – bureaucrats are people too!

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

2) Customize Strategies to Different Grantmakers

2. Private Foundation Grants

1) Research board members2) Research IRS 990s for three-five years (Foundation Directory Online)3) Compile and document moves-management plan (see handout)4) Leverage Influence of Best Contacts and Internal Advocates5) Prepare 15-second ‘elevator’ speech for preproposal contacts6) Assign deadlines to foundations w/o deadlines (summer)7) Save time and effort with query letters/emails8) Secure maximum lead time - obtain application package ASAP9) Request feedback on declined proposals – and future prospects10) Do not give up after one-two rejections!

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

2) Customize Strategies to Different Grantmakers

3. Corporate Grants: “Enlightened Self-Interest”

”When I asked a corporate Vice President ‘What is the biggest mistake in proposals from the nonprofit world?’ he said, ‘The Vocabulary.’ When I asked him to explain, he said that ‘nonprofits should never use the word ‘gift.’ He suggested to me that they use the word ‘invest’ instead.”

1) Highlight employee involvement and benefits2) Focus proposal on economic ROI (e.g. impact on tourism).3) Remember your vendors – in particular your bankers!4) Solicit at right time each year: November - January5) Request specific amount, with optional giving levels and benefits6) Network with local Chamber of Commerce

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

2) Customize Strategies to Different Grantmakers

4. Community Foundations

“17.5 % of wealthy households gave through donor-advised funds at a community foundation, financial institution or through another organization.”

1) Build strong relationships with program officers2) Submit applications to open grants programs3) Network to designated fund donors4) Become involved - open houses and other events5) Subscribe to email and mailing lists6) Inform staff contact of projects and funding goals

III. Converting Prospects to Donors

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(c) 2012 Robert Hopkins Pfaff

1)External: Innovative & Personalized Communications

1. Implement consistent calendar of “point-of-entry” events2. Implement grant acknowledgment protocols (see sample)3. Engage donors in cyclical strategic/development planning process4. Episodic and innovative communications (Newsflashes vs. Newsletters)5. Host free donor appreciation (and prospecting) luncheon6. Report on unique impact of gift, with before and after photos7. Attend all possible donor related events8. Submit professional, timely reports

2)Internal: Promote Superior Results w/ Integration

1. Collaborate on solicitation/cultivation plans with major gifts officer2. Coordinate communications with marketing/PR officer 3. Anticipate shifting needs and trends with finance personnel4. Solicit periodic needs assessments from programs

IV. Strengthening Donor & Prospect Relationships

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(c) 2012 Robert Hopkins Pfaff

1) Sample Grant Acknowledgement Protocols

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Gift Range

CEO Letter

CEO Phone

Chair Phone

CEO Tour

CEO /Chair Lunch

Gift

$1,000+ X

$2,500+ X X

$5,000+ X X

$10,000+

X X X

$25,000+

X X X X

$50,000+

X X X X

$100,000+

X X X X X

(c) 2012 Robert Hopkins Pfaff

Sea Turtle Rescue Program:The Sample Grants Plan

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(c) 2012 Robert Hopkins Pfaff

IV. Sea Turtle Rescue: The Grants Plan

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I. Prospecting ResultsFederal Grant Opportunities

CFDA Title Closes Comments15.657 Endangered Species – R

ecovery Implementation

7/31/2012 Contact Regional Recovery Coordinator ASAP

None Southeast Region Flex Funds

Ongoing Closed for the year. Contact Georgia Ecological Services Field Office in Atlanta.

47.074 Collections in Support of Biological Research

7/27/2012 Improvements to collections significant to the NSF/BIO community. Includes aquariums.

11.469 FY 2012 - 2013 Broad Agency Announcement (BAA)

9/30/2013 Education and outreach, innovative projects not addressed through discretionary programs.

15.668 Wildlife Without Borders – Critically Endangered Animal Conservation Fund

5/1/2012 Funding partially for veterinary rescue. Close for this year, but place on grants calendar.

(c) 2012 Robert Hopkins Pfaff

IV. Sea Turtle Recsue Plan: The Grants Plan

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I. Prospecting ResultsFederal Grant Opportunities

CFDA Title Closes Comments15.231 Youth Environmental Ed

ucation Opportunities 9/14/2012 Provide youth the opportunity to connect with

the natural world (outdoor and in classroom)

45.301 Museums for America Closed Funds for ongoing museum programs, exhibitions, research, planning, collections management, etc….

45.303 Conservation Project Support

10/11/11 To help museums identify conservation needs and priorities and perform activities to ensure the safekeeping of their collections.

45.312 National Leadership Grants

2/01/2012 To enhance the quality of library and museum services nationwide and to provide coordination between libraries and museums.

(c) 2012 Robert Hopkins Pfaff

II. Prospecting Strategies

1.Review attached starter prospect list2.Expand on starter lists with prospecting best practices3.Create moves-management plan for each grantmaker4.Initiate process early, document steps, leverage advocates and contacts

III. Cultivation & Stewardship Strategies

5.Compile 50-100 prospect list with best contacts6.Implement moves-management plan for each prospect:

a)Create Sea Turtle Rescue FB page – friend national donors/prospectsb)Host a sea turtle release party (or open house) for local donors/prospectsc)Make an assertive, organized attempt to invite major prospectsd)Email video of release party to absent/national prospectse)Engage national/local prospects (e.g. online tracking of turtles)f)Travel and meet with $25K+ prospectsg)Submit tailored, timely applications - blessed by prospectsh)Convene donors/prospect at Donor Appreciation Luncheoni)Involve donors/prospects in strategic planning process

IV. Sea Turtle Rescue: The Grants Plan

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(c) 2012 Robert Hopkins Pfaff

IV. Acknowledgment & Stewardship Strategies

1) Letters and/or phone calls from CEO or Board Chair

2) Select donors with children to receive stuffed turtle dolls…share this turtle’s story with a child in your life?

3) Name turtles after donor – send email progress “newsflashes”

4) Encourage them to track the turtle online – or send progress reports

5) Invite to donor (prospecting) appreciation luncheon

6) Engage prospects/donors in sea turtle hospital planning efforts

7) Integrate these strategies with marketing/pr etc…

8) Adopt-a-Turtle program with global online tracking.

IV. Sea Turtle Rescue: The Grants Plan

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(c) 2012 Robert Hopkins Pfaff

1. Complete donor prospecting with relationship maps

2. Compile 50-100 government and foundation prospects

3. Secure and leverage federal funding first

4. Implement individual roadmaps with move-management

5. Submit applications with blessing of staff, advocates and/or contacts

6. Implement acknowledgment and stewardship strategies

7. Incorporate donor/prospect feedback into strategic/development plan

IV. Sea Turtle Rescue: The Grants Plan

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V. The Grants Plan Review

(c) 2012 Robert Hopkins Pfaff

IV. Important Online Resources

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1 South Carolina Community Profiles S.C. Census Tract Data & Maps

2 Charleston County Public Library Online Dozens of Helpful Research Tools

3 Federal Register Daily Updates on Federal Grants

4 Catalog of Federal Domestic Assistance Federal Grants Clearinghouse

5 Grants for Environment & Animal Welfare Foundation Collection Digital Version

6 S.C. Marine Turtle Conservation Program Academic Articles on Local Sea Turtles

7 Federal Business Opportunities RFPs for Government Contracts

8 National Center for Charitable Statistics Free 990s Nonprofits & Foundations

9 FWS – South Carolina Services Field Office

State Discretionary Funds Resource

10 NFWF – Sea Turtle Grants Sea Turtle Conservation Grants

11 Seaturtle.org Daily, local turtle census updates

12 Grants.gov Federal Grants Clearinghouse

(c) 2012 Robert Hopkins Pfaff

IV. Sea Turtle Rescue: The Grants Plan

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VII. Other Resources

Bauer, David G. The 'How To' Grants Manual: Successful Grantseeking Techniques for Obtaining Public and Private Grants (American Council on Education Series on Higher Education)

Modern Language Association. (MLA) Handbook for Writers of Research Papers 7th Edition

Strunk, White & Angell. The Elements of Style (4th Edition).

(c) 2012 Robert Hopkins Pfaff

Thanks y’all!Any Questions?

5/24/2012