State and Federal grant/loan programs. Often, those words strike terror in the hearts of many local government officials. Pictures of mountains of paperwork, confusing directions, and unrealistic timelines flash before them.

Indeed, tackling these programs may have originated the first-ever "vacation." However, if done successfully, it can mean the receipt of thousands, hundreds of thousands, or even millions of dollars for your community.

First and foremost - how do you determine what programs are available? You have to make phone calls, lots of phone calls, if you want to find the correct agency that has the kinds of monies and programs you would like for your community. Also, even after you find the right agency you may have to speak to several people within that agency before you find the person with the right information. As you make these calls keep all your names and phone numbers and ask to be put on a mailing list for future announcements.

Usually when applying for these programs there is more than one person working with them. If you are unhappy about the amount or type of information a person gives you, you can always ask diplomatically "is there someone else that I can speak with in case you're not in" and speak with them the next time. Try setting up an initial meeting to discuss your proposal with the appropriate agency representative. Personal contact normally creates a more relaxed and forthcoming atmosphere between you and the agency. During the meeting take careful notes, and review the application guidelines with the representative for questions you will undoubtedly have.

Read the guidelines CAREFULLY. Look not only for content information but also for deadlines of submission, number of copies requested, signatures required, page limits, etc., all of which could result in the application being sent back without even being reviewed if not prepared correctly.

If this is your first attempt in completing an application of this nature, take a careful look at the deadline for submission. In most cases you need to allow yourself at least a month to six weeks. If you are more experienced you can probably complete the application in two to three weeks depending on what outside information you have to collect. For practicality's sake, consider yourself and your staff when thinking about applying for one of these programs. If you are supervising someone completing one of these applications for the first time, they will need to be released from the majority of their day-to-day responsibilities in order to devote full time to completing the application process, which can be all consuming.

If you or your staff do not have this type of time available, do not give up on the idea of applying for State or Federal monies. Consider a couple of alternatives: (1) Hiring a grant writer/coordinator on a full or part-time basis. If you want a person aggressively seeking monies on a continual basis you should consider hiring a full time person. (2) If salary is a major factor and you are only looking at a one time or occasional application, you should consider hiring an independent contractor. These individuals will come in, talk with both you and your staff, locate the appropriate agency, gather the information, write and submit the application, and complete the revisions. The cost of an independent contractor is an up-front retainer which varies depending on the size and difficulty of the application, but is normally between $1,500.00 and $7,500.00. Should the application be approved, the contractor will receive a percentage payment depending on the total amount of the award.

It should be noted that a signed contract always provides more "comfort" between both parties relative to expectations of responsibilities, time frames and financial agreements. Although I have seen agreements (kept on file) which were written out on a napkin during a business luncheon, something slightly more formal is recommended.

If your application makes it successfully through the first two to three reviews, you will undoubtedly be contacted and asked for additional information. Do

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When your application is approved, there are normally some minor revisions or conditions attached which must be agreed upon before a final contract is signed.

Remember once your application is approved and your contract signed, you will have to wait from 4-12 weeks for your first check. During this time you will be expected to start up activities for the program. When doing this, remeber to have one individual assigned to monitor the progression of this program in conjunction with the goals and objectives contianed in the original application and in the contract. Additionally, when State or Federal officials conduct an audit if the program, they must be able to track expenditures of all contract monies. Therefore, keep excellent records of all expenditures and keep all reciepts and bills.

Lastly, remeber applying for these dollars is very competitive. Do not be discouraged if you are turned down on some applications, but keep on trying and diversify. There are a multitude of resources available to communities for many types of programs. Some will have a less complicated application process than others.

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