Billions of dollars are available in federal, state and local grant funding for public safety and local government each year. But the grants landscape is also intensely competitive. Thousands of agencies submit each year, only to be turned away.
In part, that’s because agencies often commit “unforced errors” that jeopardize or even completely eliminate their chances for success. While there’s never a guarantee your agency will be funded, avoiding some common errors can greatly improve your chances.
#1: FAILURE TO PLAN AHEAD
All grant applications have requirements – some more than others – that must be met before your application can even be considered. Some of these requirements take some time to work through.
That’s why it’s essential that long before you’re writing the application, you’re addressing the basic requirements, which may include:
⊲ Obtaining your employer identification number (EIN)
⊲ Registering on Login.gov
⊲ Registering on SAM.gov
To ensure you’ll be able to satisfy the basic requirements, it’s best to start at least nine months out from the expected grant deadline. Of course, once you have registrations and requirements in place, it will reduce the steps you need to work through for future grants. Tip: If you can’t complete the requirements in time for a federal grant deadline, don’t give up. State, local and foundation grants often have fewer or easier requirements, allowing you to fill the gap until you’re ready to apply for federal funding.
#2: FAILURE TO DEMONSTRATE FINANCIAL NEED
As a public safety leader, budget shortfalls may be your daily reality. But when applying for grants, you can’t assume the reviewers understand your situation. That’s not to say grant reviewers are unaware of the challenges facing public safety agencies; in most cases, they understand exactly why every fire department, for example, needs turnout gear. But your application must convince the reviewer of why you need help paying for it. Financial need is one of the most heavily weighted parts of a grant application.
What does it really mean to demonstrate financial need? Every grant is a little bit different, but there are some standard items you should be prepared to include, such as:
⊲ Revenue and expenses – what’s coming in, what’s going out – over a two- or three-year period
⊲ Earmarked and contingency funds (money in the bank isn’t necessarily available to spend)
⊲ Copy of the current budget
⊲ Copy of your most recent financial audit
⊲ Community financial health/dynamics (job losses or property devaluation that impact tax
revenue, growth creating a new need, etc.)
#3: ASKING FOR WHAT YOU WANT, NOT WHAT YOU NEED
If you’re applying for grant funding because a neighboring agency just purchased a shiny new vehicle and you want one too, you’re not likely to be successful. Grant reviewers are adept at parsing wants from needs, and there’s simply not enough funding to cover both. So it’s essential your application justifies your request and proves you’re asking for what you need to serve basic community needs, not acquiring the latest and greatest.
Conducting a needs assessment or a risk assessment is helpful in documenting operational needs.
Returning to the example of fire department turnout gear, document the number of sets nearing their end of life. And get specific – beyond the initial purchase date, how do you know these sets of gear need to be replaced? Document evidence of thermal breakdown, issues with buttons, snaps, high visibility striping, etc. What will happen if you don’t receive funding – would there be an impact on the number of firefighters you can turn out for a structure fire? Would the municipality be at legal risk for having firefighters operate with out-of-date equipment?
#4: NOT FOLLOWING DIRECTIONS
Notice of funding announcements and grant application instructions can be complex. The last thing you want is for your application to be tossed out on a technicality. Take the time to comb through the application with a fine-tooth comb. Look for requirements such as word count or whether your application should be single- or double-spaced. It’s best to have at least two people carefully review the notice of funding to minimize the chances you’ll miss anything.
#5: FAILURE TO DEFINE THE PROBLEM
Too often, grant applications focus on the equipment that’s needed without telling the reviewers what problem you’re trying to address. Why do you need the equipment? How are the operational capabilities of your department affected and how will this request help? This is another area where your risk and needs assessment is important. Consider whether the funding you’re requesting will help protect critical infrastructure. Also document whether the funding is needed to help your agency meet compliance standards, such as OSHA or NFPA regulations.
When crafting your narrative, tell the whole story. What’s the issue, how are you going to implement the new equipment, how are you going to train personnel on it, what difference is it going to make in your daily operations, how will the community benefit? Imagine you have the reviewer sitting next to you and you’re trying to convince them. Make it personal – while grant application templates are easy to find on the internet, reviewers can easily spot them, too. Stay away from cookie-cutter applications. The more you focus on telling your story, the more your application will stand out.
LOOKING FOR GRANT ASSISTANCE?
Lexipol’s Grant Services team can help you find and applymailto:info@lexipol.com for federal, state and local grants. Contact us today to learn more!
844-312-9500
info@lexipol.com
