FINANCIAL MANAGEMENT/Grant writing 101
Like many Northeastern cities, Troy, N.Y., is experiencing a declining population, a loss of manufacturers, a shrinking tax base and a growth in urban blight. In the early 1990s, many projects that could have reduced costs by automating service delivery went unfunded because of their high implementation costs.
Consequently, Troy began applying for grants. During the past 13 years, Troy has received 13 grants totaling $446,461 from the New York State Archives and Records Administration’s (SARA) Local Government Records Management Improvement Fund.
One grant project focused on automating business processes that monitor and manage vacant and abandoned buildings. The multi-year project began in 1997 with a $12,000 grant from SARA to conduct a business process analysis (BPA). Once the BPA was completed, the city used it to support applications for six more grants from SARA totaling $220,250.
The city used the money from the grant to build an electronic system that combines scanning, geographic information system (GIS) technologies and CityView automation software by Victoria, British Columbia, Canada-based Municipal Software to monitor vacant buildings. Paper-based processes that took weeks to complete now can be done in minutes. Revenues from fees collected, such as the registration and maintenance fees that are part of the city’s vacant building program, have increased substantially. The system earned the city a Most Improved Records Management Program award from SARA.
Grants can become a steady source of funding for municipalities if they can write successful applications. Here are a few tips:
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Hire a consultant to analyze business processes to determine the need for improvements. Grant reviewers can quickly sniff out ill-conceived projects.
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Make sure a proposal meets eligibility guidelines. Someone once tried to convince Troy to submit a proposal to the Bill and Melinda Gates Foundation’s Community Access to Technology program. However, the city discovered that only programs serving Washington state residents are eligible.
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Read the application instructions carefully. Many applications are rejected because they are filled out incorrectly.
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Use a checklist. Most grant program booklets include a checklist. Read it carefully both before and after completing an application. If the application did not include a checklist, the applicant should create one.
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Watch for unannounced changes in grant eligibility guidelines. Even a minor change can have major consequences.
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Visit the grant program’s Web site. It is usually the best place to start gathering the information needed for an application.
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Talk to grant sponsors and representatives, especially if an application has just been turned down. They can help a local government improve future submissions.
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Attend grant workshops. They provide valuable “how to” information and the chance to talk with grant program decision-makers.
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With so many local governments suffering from budgetary woes, grants are an attractive option. By following the steps listed above, a city or county can have the best possible chance to receive funds.
The author is the director of information technology for Troy, N.Y.