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City of Delray Beach "Grants Team"

The City of Delray Beach has recently created a "Grants Team" to identify and apply for Federal Economic Stimulus funding that was recently approved and may be available to the City.  Since the Economic Stimulus process is fluid (new information is received daily), the City is working to ensure that we monitor all of the grant opportunities available and that the City secures as much Federal Economic Stimulus Funding as possible to assist with project construction and to promote working opportunities within and around our community.

The Team will consist of individuals from those departments that many of the grants are targeting (i.e., Police, Fire, Parks & Recreation, Environmental Services - Public Works & Public Utilities, Community Improvement, Information Technology, Finance and Planning & Zoning).  In addition, the Grants Team will work directly with Langton Associates, which has been retained to assist with obtaining Stimulus Funding.  Michael Langton, President, is a former State Representative who was previously contracted by the City to provide grant writing services.

The Grants Team will meet weekly and is charged with the responsibility of overseeing and administering the grant opportunities/awards within the departments.

Documents

 

“GRANTS TEAM” PROPOSED GOALS

GOAL #1: DEVELOP A “GRANT” CULTURE WITHIN THE CITY OF DELRAY BEACH

  • Make “Grants” a priority within the City of Delray Beach and encourage daily thought and conversation.
  • Information about the City’s efforts and awards should be prominently displayed within the following:
    City’s Budget
    City’s Web Site
    Community & Employee Newsletters
    Strategic Plan
  • Send Blast E-Mails from Administration with grant information (less effective approach but should be completed).

GOAL #2: DEVELOP A “GRANTS TEAM”

  • Create a “Grants Team” to search for appropriate grants for the City of Delray Beach.
    1. The “Grants Team” should be comprised of employees that will be charged with the responsibility and oversight of all grants within their department - Department Heads are discouraged from being the assigned Team member.
    2. The “Grants Team” should include a member of the City’s Administration to ensure accountability and provide access, advice and assistance.
    3. The “Grants Team” should include the City’s contracted Grant Writer.
    4. The “Grants Team” should meet regularly to “stay on-track.”  Status Reports should be provided to potentially be distributed to the City’s Administration, Elected Leadership and the Delray Beach community (as required).
  • The “Grants Team” should become extremely proficient with identifying potential grants for their departments (i.e., eCivis, professional organizations, etc.), and evaluating their department’s resources and potential limitations if awarded.
  • The “Grants Team” should be provided additional grant writing and grant implementation (i.e., reporting) training, as required.
  • The “Grants Team” should be provided with (and/or develop) a contact list of Federal, State and local agencies that award and administer grants.  This list should include the local Metropolitan Planning Organization (MPO) and any other relevant Palm Beach County contacts.
  • Include participation on “Grants Team” within relevant City Job Descriptions.

GOAL #3: OBTAIN GRANTS THAT RETAIN/IMPROVE THE LEVELS OF SERVICE PROVIDED THE CITY

  • Grant opportunities should be reviewed and evaluated by the “Grants Team” members daily.  “Grants Team” members should evaluate potential grants based on application process, funding availability, match, effect on the City’s provision of services, ability to expend funding timely and ability to provide all requisite reports.
  • The “eCivis” grant database should be promoted to be utilized daily.
  • Grant schedules should be established once grants have been identified for application to ensure a full understanding of deadlines and application requirements.  This will ensure that process becomes a priority project and will assist in preventing from “last minute” applications.
  • The City should encourage grants that permit “supplanting,” and not only those that “enhance” services.
  • The City should encourage grants that do not require significant financial matches - Prefer grants that do not require a match or that permit “In Kind Services” as the required match to assist with potential budget concerns.

NOTE:  This will not prohibit the City from applying for grants that require a financial match…it only encourages the search for those grants that do not require significant financial contribution by the City.

  • The City should encourage applying for “foundation grants,” which may provide short application requirements as well as expenditure flexibility.  In addition, these grants may be smaller in nature, may not be promoted as much as other grants and may not present significant competitors for this type of funding.

GOAL #4: ADVERTISE/PROMOTE OUR SUCCESSES

  • Determine the City’s Return on Investment (ROI)  - Compare cost to obtain grants with financial and non-financial (i.e., public benefit) revenues.
  • Provide Quarterly Reports by the “Grants Team” to the City Commission.
  • Provide grant award information within the City’s Community and Employee newsletters and prepare Press Releases for advertisement within the local news media.
  • Include grant award information within the following:
    City’s Budget
    City’s Web Site
    Newsletters
    Radio Station
    Strategic Plan

For more information, contact the City of Delray Beach at (561) 243-7190.