Partnering with the City of Springfield Partnering with the City of Springfield to Get Grants: to Get Grants: Things to KnowThings to Know

Offered by The City of Springfield, Massachusetts

Office of Grants Management

March 2012

Topics TodayTopics Today

The Grant Partnership FormThe Grant Partnership Form

Background: Determining the Desirability of a GrantBackground: 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 OthersIt is Important to Play Nice with Others

What to Expect in Working with a MunicipalityWhat to Expect in Working with a Municipality

Contact InformationContact Information

Agency/Vendor Grant Partnership FormAgency/Vendor Grant Partnership Form

***Walk through the Form’s Content******Walk through the Form’s Content***

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

Determining the Desirability of a GrantDetermining the Desirability of a Grant

• Eligible does Eligible does notnot always mean desirable always mean desirable– Number of AwardsNumber of Awards– Time & Effort vs. Award (i.e. time can = money)Time & Effort vs. Award (i.e. time can = money)– Match with City & Non-Profit PrioritiesMatch with City & Non-Profit Priorities

Is the Project a Good Fit for all Parties?Is the Project a Good Fit for all Parties?

• Project Staff Project Staff

• Appropriate people doing appropriate things Appropriate people doing appropriate things

• Percentage of time dedicated to the project Percentage of time dedicated to the project

• Cultural/Geographic CompetencyCultural/Geographic Competency

• Mission AlignmentMission Alignment

• Geographic or Population FocusGeographic or Population Focus

• Reputation and Results Reputation and Results

• Ability to Perform All Tasks in a Timely MannerAbility to Perform All Tasks in a Timely Manner

• Capacity to Work Outside Silos Capacity to Work Outside Silos – ability to talk to different groups ability to talk to different groups

What Springfield looks for in a Grant Partner What Springfield looks for in a Grant Partner

History with the Municipality & FunderHistory with the Municipality & Funder

Does the entity have experience working with the City?Does the entity have experience working with the City?• If not, does some relationship exist? If not, does some relationship exist?

– If not – why?If not – why?

Does the entity have measurable experience and Does the entity have measurable experience and outcomes associated with other businesses and outcomes associated with other businesses and organizations that have impacted their targeted organizations that have impacted their targeted neighborhoods?neighborhoods?

Does the entity have relationships with all partners?Does the entity have relationships with all partners?

CapacityCapacity

To deliver programming - evidence-based practices are To deliver programming - evidence-based practices are becoming more sought afterbecoming more sought after• Start tracking your dataStart tracking your data credibly!credibly!• Once tracked – use it!Once tracked – use it!

Exceptional leadership at an executive and board levelExceptional leadership at an executive and board level– But not totally driven by one personBut not totally driven by one person

To follow-through with reporting back to the funderTo follow-through with reporting back to the funder

To accept and perform role assigned in collaborativeTo accept and perform role assigned in collaborative

SustainabilitySustainability

• 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 City should not not be automatically expected be automatically expected to pick up future cost at the end!to pick up future cost at the end!

EvaluationEvaluation

A well- written proposal should generate data A well- written proposal should generate data Qualitative vs. Quantitative Measurement Qualitative vs. Quantitative Measurement

Hiring and Outside Evaluator Hiring and Outside Evaluator Credentials = Data/Statistical Expertise Credentials = Data/Statistical Expertise The evaluator should be involved in writing the proposal The evaluator should be involved in writing the proposal You You cannotcannot your be own evaluator your be own evaluator

Costs Costs Evaluator can cost 10-15% of project budget (Negotiate up front)Evaluator can cost 10-15% of project budget (Negotiate up front)

Evidence-BasedEvidence-Based ModelsModels

• Almost all larger grants now require Almost all larger grants now require evidence-based models evidence-based models – Approach is sometimes directly identified in applicationApproach is sometimes directly identified in application

• E.g. Ceasefire modelE.g. Ceasefire model

What are Evidence-BasedWhat are Evidence-Based Models?Models?

(1) It has been studied using appropriate scientific (1) It has been studied using appropriate scientific methodologymethodology

(2) It has been replicated in more than one geographic or (2) It has been replicated in more than one geographic or practice setting, with consistent resultspractice setting, with consistent results

(3) It has been recognized in scientific journals by one or (3) It has been recognized in scientific journals by one or more published articlesmore published articles

(4) There is an implementation manual to follow, and(4) There is an implementation manual to follow, and

(5) It produces specific outcomes(5) It produces specific outcomes

Best PracticesBest Practices

• Best practices - defined by the funder or Best practices - defined by the funder or you might be able to show your own data you might be able to show your own data – Some agencies: E.g. HHS SAMHSA have identified Some agencies: E.g. HHS SAMHSA have identified

best practices best practices – There is a growing rating and measurement of There is a growing rating and measurement of

practices in academia and by funderspractices in academia and by funders– Using your own data supported model is hard but Using your own data supported model is hard but

often more interesting to funder, especially if it builds often more interesting to funder, especially if it builds off an existing modeloff an existing model

Evidence-BasedEvidence-Based Practices vs. Best PracticesPractices vs. Best Practices

• Evidence-Based Practices are programs that have been Evidence-Based Practices are programs that have been shown effective by scientifically rigorous evaluations that shown effective by scientifically rigorous evaluations that validate their assessment and effectiveness. validate their assessment and effectiveness.

• Best practice programs are generally accepted, Best practice programs are generally accepted, informally-standardized techniques, methods or informally-standardized techniques, methods or processes that have proven themselves overtime processes that have proven themselves overtime however they lack the evaluation process.however they lack the evaluation process.

ScenarioScenario

• Non-profit does not file paperwork as requiredNon-profit does not file paperwork as required

• Grant is audited Grant is audited

• Audit Results Negative Audit Results Negative – Springfield and/or partner(s) are not eligible Springfield and/or partner(s) are not eligible

for future grantsfor future grants– Headline: Auditors find problem…Headline: Auditors find problem…

It is Important to Play Nice with Others It is Important to Play Nice with Others

•This is a business relationship This 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 CityWhat to Expect when Working with the City

• SlowerSlower Timetable Timetable– Process DrivenProcess Driven

– Contracts & Liability IssuesContracts & Liability Issues

– Often Involves Legal ReviewOften Involves Legal Review

– Requires Council Approval Requires Council Approval

• Procurement Process: Springfield has rigid procurement Procurement Process: Springfield has rigid procurement rulesrules

TakeawaysTakeaways

• Cities and non-profits need one anotherCities and non-profits need one another

• Non-profits must do better highlighting their Non-profits must do better highlighting their programming successesprogramming successes

• Cities must do a better job cutting red tape Cities must do a better job cutting red tape

• Credibility CycleCredibility Cycle

Contact InfoContact Info

cwojcik@springfieldcityhall.com cwojcik@springfieldcityhall.com

oror

413-787-6134413-787-6134

Website: Website: http://www.springfieldcityhall.com/finance/grants.0.html