Original presentation by Kara Page
Community Environment and Development Consulting
Interpreted by David Fuller
Biographical Sketch for Kara Page, Director, Community Environment and Development Consulting
Kara Page has two jobs; she is a consulting grant writer and project manager for small nonprofits and businesses around the North Country and occasionally in Washington, DC. And she is the grants manager at The Wild Center natural history museum in Tupper Lake, New York. At the Center she has helped raise $5.6 million for operations and special programs since 2007, working part-time. Page has an MA from the School of International Studies at the American University in Washington, DC, and BA in International Studies and French from the University of Michigan in Ann Arbor. She has 27 years of experience working with nonprofits, government and international institutions, and the private sector in environment and community development. Kara has worked in the U.S., Central America, Africa, Cambodia, and Russia. She speaks French and Spanish. Her family keeps chickens and grows veggies and fruit in Wilmington, NY, where there is also a lovely little library...
Before we get started, download this document. It has even more tools and examples for you to take a look at.
Grants – The Big Picture
It’s important to remember that grants don’t involve any kind of magic, they’re opportunities for your organization. A deal that, while somewhat restricted, does involve numerous rewards. Each grant is an investment and most certainly a gamble, but one that does typically return on its investment.
Step One: Identify Needs
Before you can write a grant and before you can look for funding, you have to know what it is you want to fund. This scoping document and logic model are two tools meant to help you get an initial grasp on the process by putting things into perspective.
Step Two: Find Grant Opportunities
Grant opportunities can be bundled into three groups: small and simple, intermediate, and large. Use the tools above to figure out the scale of your needs so you can find the right solution to fill them. Once you’ve settled your scope, you can use a number of resources to search for the proper grant.
Small and Simple
Characteristics: These opportunities usually have easy applications; provide small amounts ($500 - $2,000 and/or
in-kind donations); and typically have no or little reporting required. If you plan to go back again for future funding,
provide photos and little notes on the outcomes of their support during the year.
Intermediate
Characteristics: These opportunities usually have fairly straightforward applications; offer medium sized grants
($5,000 - $10,000); and have some reporting required. They are also a bit competitive and often hard to get year
after year.
Large
Characteristics: These opportunities usually have complex applications; partnerships are typical; they cover several
years; require measurement and reporting; and offer significant amounts ($20,000 - $100,000). They are very
competitive.
*The Adirondack Foundation may re-organize how it does grants sometime soon so check the web sites for updates.
Grant Station and Foundation Directory Online
These databases help you look for opportunities using keywords, geographic terms, etc. Set aside some time to do the research, especially for larger grants. CEFLS has a subscription to Grant Station all system libraries can use. Members of CEFLS may use Grantstation at the CEFLS office and go to GrantStation.com and enter the login information below.
Username: CEFLibrarySystem; Password: CEFLS2015
Please contact Julie Wever at CEFLS at (518) 563-5190 ext. 18 or jwever@cefls.org for an orientation or to use the database.
Funder Websites
Some foundations maintain web sites and many do not. E.g.: The Charles R. Wood Foundation: http://charlesrwoodfoundation.com/ If they do, they are an important source of information on grant guidance, history, board membership, and general interests of the funders.
Library Grants Blog
Authors Stephanie Gerding & Pam MacKellar, http://librarygrants.blogspot.com/
WebJunction
Beyond Book Sales: Practical Ideas for Raising Funds for Your Library – Webinar in June
http://www.webjunction.org/events/webjunction/beyond-book-sales.html
TechSoup for Libraries
TechSoup is a nonprofit specifically organized to provide IT and related support to other nonprofits, and they
have a specific focus on libraries. They offer inexpensive software, refurbished hardware, great tips, and more.
Signing up is free and then they will send you an email newsletter or you can search their site. Each institution
gets an “allotment” each year. http://www.techsoupforlibraries.org/
**Special note:** A local company, Illuminating Concepts LLC based in Jay, has offered to provide discounted IT assistance to CEFLS libraries when you need help selecting appropriate TechSoup offerings and in implementing it once it arrives. (Refer to Kara Page training; http://www.illuminatingconceptsllc.com/)
Guidestar
Guidestar offers information on foundations and nonprofits, such as their mission, finances, and tax form (990s) available in the public domain, in a searchable format. 990s and the grants they list for foundations are particularly helpful in researching foundations and what they like to fund. Signing up is free; they also offer nonprofit webinars and tools to strengthen your board. http://www.guidestar.org/
New York State
Below is a basic example of how a search for funding would go on GrantStation:
And here’s a sample of a search result:
A quick search on Foundation Directory Online shows great examples of individuals who achieved success in your area:
Step Three: Narrow the List
By now, you’ll have a lot of information to sift through. You’ll want to make that more manageable by funneling down your list of potential grants. Consider the criteria and special considerations to choose the very best of what you’ve found. And don’t forget the 990 forms from the IRS, along with its instructions.
Step Four: Get Writing
Start the pre-writing process to make the actual writing easier. Before you start getting to the nitty-gritty, assemble your documents, get a copy of the request for proposal/application, spread out your work area and start writing out notes. Consider scheduling time to make sure that you’re not trying to multitask and you have enough time to let the process happen.
Next comes the writing proper. Review the scoping document and logic model you filled out from step one. When writing, focus on clarity and persuasion. You’re trying to convince someone that you’ll use the funds properly. Think about your audience, make sure to use their language. Tailor your message so it resounds to the reader. And don’t shy away from having others read your drafts before sending it out. It’s always good to have a second opinion.
Step Five: Get On That Budget
Probably the most important rule to planning your budget is to start simple and move your way up to something more complex. A spreadsheet is your best friend for your budget thanks to all of the features imbedded in it. It will keep things neat and organized on a sheet and you’ll be able to use the mathematical functions to make sure you’re on track. Use the inputs you had on your logic model from earlier. Diligence is excessively important at this stage. Make sure all your numbers match. Check, recheck, and re-recheck your numbers.
As you move towards the more complex, consider the overhead and benefits. Include everything; personnel, travel, equipment, the kitchen sink, etc. This is a sample budget so you can get an idea of how everything should work. Keep in mind that, depending on the size of the project and your project’s needs, your budget could look very different.
Step Six: You Win! Now What?
This is very important: celebrate! Go ahead, pat yourself on the back. You earned it. Good job.
But now it’s time to shift into project management mode. You’ve got a funded project to take care of now. Track your commitments and reporting. Keep records of your achievements and where the money’s going. Here is an example of a recording method.
That’s A Wrap
There’s nothing magic about getting grants, it’s just methodical. It is most certainly a gamble, true, but it’s often worth it. Remember that grantors are your partners, people who want to use the money for the right purposes – just like you – and that getting their support is a long-term investment.
There’s a lot of info to parse through, so feel free to ask any questions you need to.
Contact Kara Page at Community Environment and Development Consulting at 518-524-6271 or karapagework@charter.net.
Kara Page
Community Environment and Development Consulting
(518) 524-6271
karapagework@charter.net
Julie Wever
Librarian III CEF Library System Outreach Department
(518) 563-5190 ext. 18
jwever@cefls.org