Chapter 44. Investing in Community Resources | Community Tool Box

• What is a micro-grants program?

• Why might you want to establish a micro-grants program?

• When should you establish a micro-grants program?

• How do you establish a micro-grants program?

What is a micro-grants program?

Micro-grants are small, one-time-only, cash awards given to community groups and others for short-term community projects. The micro-grants projects are designed and implemented by the community groups themselves, not by the sponsoring organizations. They are bottom-up, not top-down. They are usually awarded on a competitive basis - the sponsoring organizations decide which proposal best meet its guidelines, and are most deserving of the limited mini-grant money available.

Many coalitions and other organizations are using micro-grants to stimulate community action and increase the sponsoring organization's visibility, while broadening the audience for the organization's work. Micro-grants are potentially powerful as well as cost-effective interventions. When used correctly, they can engage citizens in creative community betterment efforts, and generate real accomplishments citizens can take pride in.

Why establish micro-grants programs?

Micro-grants may seem like a good idea to you and your organization. But since they do involve using some of your limited resources, maybe you need a little more motivation as to what micro-grants can actually do for your community!

There are some benefits of a successful micro-grant program:

• They inspire creative and innovative thinking
• They are an excellent way to reach "hard to reach" or "yet to be reached" people, because they are awarded to groups (like parent teacher associations, scouts, neighborhood organizations) that have access to many more citizens than traditional health and human service organizations
• Many grass-roots groups are not eligible for traditional grant funding. For example, they may not have federal tax-exempt status (a common grant requirement), or, they may not have another organization to act as a fiscal conduit for them. Thus, micro-grants give them a chance to get hold of resources that would otherwise go only to bigger fish.
• The small amounts of money (the usual range being $400-$2000 per micro-grant) tend to discourage large agencies from applying, while encouraging smaller, innovative groups who might not otherwise respond
• Micro-grant money tends to buy products, not staff. In-kind contributions of staff time increase with micro-grant use. And having to make money go a long way forces people to bring other resources into play, thus increasing the amount of matching and volunteers projects receive.
• They can bring new partners into your efforts
• They can build political and community support

When should you establish a micro-grants program?

If your organization has some money available to spend as it wishes, then you may want to consider establishing a micro-grant program. So when is the best time to do this?

When:

• You want to utilize some program funds to get grassroots groups more involved
• You know that citizens already have many good grassroots ideas
• You are aware of possible matching resources in the community
• You want to create closer ties between traditional service organizations and grassroots groups
• You are looking for ways to get the most bang for your buck

How do you establish micro-grants programs?

Make the decision

The first step is to decide that you want to do it! This most likely means you will need to review your organization's budget. Then ask yourselves: "Of our overall available funds, are we able to, and do we want to, allocate some of the money for micro-grants?"

If the answer is "Yes" to both of these questions, then you will want to ask: "How much do we want to allocate?" A recommended amount to start with is $5000.

These decisions will set the course for the rest of your micro-grant program. The next steps will lay the rest of the groundwork.

Establish your purpose

You and your group should now decide what your goals are for the program. What are you providing the micro-grants for? Whom do you want to reach? What outcomes do you desire?

Develop micro-grants committees

In practice, you will probably want two search committees:

• A planning (or steering) committee - You will need a group to set up the guidelines, publicize the program, receive the applications, monitor micro-grant activities and oversee the whole process.
• A review committee - you will also want a group to review the actual micro-grant applications. This may be composed of community members, or a mixed group of people from your agency and from the community to ensure fairness and an impartial review. You certainly want to avoid a stacked deck, or even the appearance of one.

Establish micro-grant guidelines

The guidelines you or the committee develop should be as simple as possible. They should reflect the best interests both of your organization and of the community. What should the guidelines contain?

Usually they include a brief description of:

• The overall purpose of the micro-grant program. (It's usually a one-time start -up grant)
• The types of activities that are eligible and not eligible.
• The types of activities, if any, that will receive funding priority.
• The types of applicants who can and can't apply. (Can individuals apply, or just groups? What about geographical limits?)
• The maximum amount of money that can be awarded.
• The ways in which that money can be spent. (Printing, postage, supplies, and small equipment purchase may be eligible; salaries, construction, large equipment, and paying off debt generally are not)
• The application review process, including the review criteria.
• The deadline for applying.
• Any other information specific to your particular micro-grant program.
• Instructions for filling out and submitting the application form. (In many cases, the application form itself may be included)
• The name, address, and phone of a contact person from the micro-grant program, in case a potential applicant has questions.

All of this guideline information can be included on one page, or two at the most.

Now is a good time to also be clear about your policies on payment for the recipient's projects. Do recipients get paid up front, or after completion of their project? Many groups won't have the money to start the project out of pocket. On the other hand, giving up front money to a group that is untested and that you know little about may be unwise. Some projects give a partial award to start with and pay the rest upon completion of the project work.

Develop a micro-grant application form

The application you develop should be relatively short - most will be one or two pages, definitely no longer than four pages.

The key questions you want to ask are:

• The name, address, and phone number of the person who will be in charge
• Organizational affiliation, if any
• The nature of the planned activity
  • "What activity are you proposing?"
• The goals of that activity.
  • "What are the goals of that activity?"
• The procedure for carrying out that activity
  • "What steps will you take to carry out that activity?"
• The desired outcome of that activity
  • "What are the specific outcomes you desire when the activity is completed?"
• The amount of money being applied for
  • "How much money are you applying for?"
• How much money will be spent
  • "How do you propose to spend the money?"
• How will the activity be evaluated
  • "How will you evaluate the activity, to see how well it has achieved its goals?"

Another common question is how the activity might be continued once the micro-grant funds have been spent. You may also want to ask about the experience of those who will be in charge of the activity, and about other possible funding the applicant has for the project. In some cases, you might also want to ask for references or letters of support.

You may want to give applicants the option of presenting their application orally to the committee. Also, make sure you remind applicants that you and your staff members are available to help them fill out their application. Many groups will be intimidated or confused by even a simple application, and will need your technical assistance. Just make sure you are even-handed about the help you give; don't show favoritism to one group over another.

Announce and publicize the availability of grants

One way to publicize is to develop a simple flyer that your group can post around community gathering places, shops, businesses and churches. The flyer can be mailed to all community and neighborhood groups on your mailing list. E-mail is also a possibility. In addition, you may try to get a newspaper story.

In general, you will want to generate a lot of word-of-mouth publicity about the micro-grants. You will need to talk them up, and once again, help people turn their applications in. The more you can spread the initial word, the larger and better the applicant pool will be.

Review the application

Once you have received the applications, your review committee can start ranking the applications according to your predetermined application guidelines. Ideally, this will be a "blind" system, in which the reviewer does not know the name of the applicant. In a small community, this can be difficult to avoid; but any bias can be micromized by having a diverse review committee.

Rate the applications; award the grants

In order for the review committee to rate the applications, you will need to give each member a rating sheet. Each reviewer assigns points on each review criterion for each application - for example, 25 points for creativity, 25 points for feasibility, etc. Each reviewer then gives an overall point total to each application, the applications with the top scores will be awarded the grants. See the Tools section for a sample Reviewer Sheet.

Announce the recipients

The review committee has made its decisions. You are now ready to announce the recipients of the grant awards! This should be done with as much fanfare as possible - ideally in the context of a community event. Invite the press, as it will help motivate recipients and generate good public relations for the program. Require all recipients be present. Ask the recipients to present their projects to, so that both can be introduced to the larger community.

Monitor the projects

Once the recipients have received their awards, it is up to the monitoring committee to meet with the micro-grant recipients and help keep the projects on course. One representative from the committee can be assigned to each project. That representative can provide technical assistance and moral support, as well as making sure that money is spent appropriately, etc. Some groups will have no problems whatsoever, while others may struggle mightily--most groups will fall somewhere in-between.

At this stage, the monitoring committee might wish to develop a written document (sometimes called a Memorandum of Agreement) for the micro-grant recipients to read and sign. This can help make expectations clear, and increase accountability all around.

Receive reports or finished work

In order for you to evaluate how well the micro-grants programs worked, the grant recipients should prepare a final report or product by a target date. Make sure you make this clear in your application guidelines and when you award the micro-grants, so recipients know about their obligations well in advance.

Evaluate your results

After the reports come in, it's a good time to take a step back and evaluate. How well did the micro-grant program work? Did it meet your expectations? Did the community benefits justify your time and money? What changes - in your guidelines, in your promotion, in your review process, or in your program monitoring - might make the micro-grant program more successful?

Very few programs run perfectly, especially the first time around. So it is natural to want to make some changes. Here is your chance to make them, so that the overall program will be stronger in the future. And then you are ready to...

Repeat the grant cycle

When you have made your corrections - and assuming that you have the desire and ability to keep your program going - you are now ready for another micro-grant cycle.

The grant cycle is the time from when your organization announces the availability of the micro-grants until the recipients are notified and awarded the grant. You could award micro-grants in several different application rounds and cycles. For example, two or three times a year. You will have to decide based on how much money you have available for this, and when your own funding for the micro-grant project might end.

The micro-grant cycle might take around four months to complete. Here is one possible timeline:

• Month One: Announce availability of micro-grants
• Month Two: Deadline for applications
• Month Three: Review of applications by review committee; funding decisions by the committee
• Month Four: Notify recipients and award grants

Example 1: Implementing a Mini-Grant Program for Self-Help Initiatives

After conducting a health concerns survey and forming a local health concerns coalition, The United Way of Douglas County was awarded $10,000 from the Kansas Health Foundation to administer a mini-grants program and disperse the funds.

This mini-grants program awarded grants to both informal and formal organizations addressing stated community health concerns, in the areas of health promotion and disease prevention particularly in the areas of cardiovascular disease, cancer, substance use, and maternal/infant care.

Special attention was given to those applications proposing self-help projects, those with significant involvement by community members experiencing the health problem (e.g., an adolescent pregnancy program led by Teen-age mothers), and projects that encouraged collaboration between community members and organizations.

For example, one mini grant was awarded to a program called "1st Step Nutrition" which was a nutrition program for women recovering from drug abuse. Another mini-grant was awarded to a group developing a "Youth Yellow Pages" which was book of resources for youth in the community. A third mini-grant was awarded to a group developing a video for breast cancer prevention.

These programs then went on to implement their projects, and, eventually, reported the results of their projects to the Douglas county United Way mini-grant program staff.

Example 2: Latino Health for All Minigrant Process

This minigrant proposal was developed to provide resources needed to implement the Coalition's priority strategies with 3 main objectives: to increase healthy nutrition, physical activity, and access to health services. Read more.

Tool 1: Sample mini-grant guidelines

A sample guidelines section for preparing mini-grant proposals.

Introduction

The purpose of the Health Action Minigrants Program is to support community groups' efforts to take action to prevent disease and promote health in Douglas County. These intentionally small grants (typical grants are approximately $1000) are designed to stimulate grassroots involvement in health promotion.

The Health Action Minigrants program is funded by a Kansas Health Foundation grant to the United Way of Douglas County. The Kansas Health Foundation is an independent nonprofit organization with the mission of improving the quality of health in Kansas . Grants will be awarded through the United Way of Douglas County.

The Health Action Minigrants Program is part of the Kansas Health Foundation's Kansas Initiative. The Kansas Initiative will provide support to community groups , such as coalitions and task forces, that are attempting to change policies, programs , personal competencies, or resources relevant to local health concerns. Consistent with the broader Kansas Initiative, the Health Action Minigrants Program will award grants in the following health areas: the prevention of cardiovascular disease, cancer , adolescent pregnancy, substance use, and maternal and child illnesses.

Eligible organizations

The Health Action Minigrants Program awards grants to projects or programs within Douglas County. The Program will consider proposals from groups, agencies, and organizations whose interests are consistent with the goals of the Program. The Program will not consider grant proposals for retroactive funding of projects already completed.

Types of projects eligible

The Health Action Minigrants Program will award grants for attempts to prevent the following health problems:

• Cardiovascular disease
• Cancer
• Adolescent pregnancy
• Substance use
• Maternal and child illness

Eligible projects are those that attempt to change or develop new policies, programs , personal competence, or resources related to specified areas of local health concerns .

Types of projects preferred

Projects with significant involvement by community members who are affected by the health problem are given priority. For example, a project focusing on prevention of adolescent pregnancy should involve current or former teen mothers, or youth at risk for pregnancy. Projects in which 50% or more of the applicants are affected by the health problem will be given preference over those with less substantial involvement by the target population. Projects that encourage collaboration among community members and organizations are also given priority.

Types of projects not eligible

The following projects are not eligible: a) direct subsidy of care for the medically indigent; b) direct subsidy of existing services by community organizations; c) projects identified with political parties of any kind; d) projects sponsored by a for profit organization; e) organizations that practice discrimination of any kind; f) general contributions to capital campaigns; g) operating deficits or retirement of debt; h ) endowment programs; and i) construction projects or real estate acquisitions.

Application procedure

Applicants should complete and submit a mini-grant proposal. The proposal requests detailed information about the need for the project, its goals, plan of action, and a budget. The proposal should be accompanied by letters of support and resumes of applicants. Use a copy of the attached mini-grant proposal form for each project submitted for approval. Should the proposal be reviewed favorably, a memorandum of agreement which provides clarification or more information about the proposed project may be requested.

Review process and evaluation criteria

Submissions will be reviewed by designated representatives of the Kansas Health Foundation. Applicants will be contacted if further information is needed.

The following criteria will be used to evaluate proposals:

• Significance - How well do the goals address local health concerns? How clearly are the goals and objectives stated? Are people most at risk targeted? How many people will benefit?
• Action plan - How well defined is the action plan? How closely tied is the action plan with the stated goals? Are the actions designed to change behavior? Are community members who are affected by the health problem involved in the development of goals, objectives, and plans of action? Does the action plan involve collaboration among community members?
• Likelihood of success - How feasible is the project in terms of time, budget requests , and available resources?

Please mail completed applications to:

Health Action Mini-grants Program
United Way of Douglas County
P.O. Box 116
Lawrence, KS 66044

Tool 2: Sample mini-grant application

A sample mini-grant application, including an action planning form.

Applicant Information

Applicant Name & Title:
Organization:
Address:

Phone Number:
Project Title:
Contact Person:

Project goal

List the broad goal(s) of the proposed project:

Project objectives

List the specific objectives for the project. List the specific changes in policies, programs, personal competence, or resources that will result from this project. Specific aims should refer to outcomes or changes in the community that can reduce risk of the health problem.

Relevance to health concerns

Describe how the identified problem is relevant to Kansas Health Foundation Goals:

Self help/consumer involvement

Indicate how targeted health consumers (those affected by the health problem) are involved in setting goals, objectives, plans of action, and program implementation. Describe the people that will be affected by the project and where the project will take place.

Project action plan

List the steps needed to complete the project. Complete the Action Plan at the end of the application.

Project evaluation and maintenance

Describe how you will monitor progress to identify what works and what needs improvement. Indicate how continuation of the program will be secured after the grant.

Significance

Indicate how the project is important and innovative. Indicate how the target population's risk to the health problem is reduced as a result of the proposed project. Note how the community's capacity to meet the health goal is improved.

Budget

Briefly describe expected project costs.

• Personnel (existing):
• Personnel (new):
• Operating Expenses: (e.g. printing, telephone, postage, materials)
• Other Expenses (please identify)
• Budget Total:
• Other sources of funding for this project (list source and amount)
• Other Resources Total

Budget justification

Provide an explanation for why each type of expense is needed .

• Personnel (existing):
• Personnel (new):
• Operating Expenses (e.g. printing, telephone, postage, materials)
• Other expenses:

Tool 3: Reviewer Rating Sheet

A sample sheet to help review committee members evaluation of applications you receive.

Instructions to the reviewer: Please rate each application on each of the four criteria below. For each criterion, assign a maximum of 25 points.

Then add all four ratings together, to arrive at the total point score.

• Creativity: How creative is the proposal?
• Feasibility: How feasible is the project in terms of time, budget, and available resources?
• Significance: How well do the goals address local health concerns? Are people most at risk targeted? How clearly are the goals and objectives stated? How many people will benefit?
• Action Plan: How well defined is the action plan? How closely tied is the action plan to the stated goals? Are the actions designed to change behavior? Are community members who are affected by the health problem involved in the development of goals , objectives, and plans of action?\

Tool 4: Memorandum of Agreement (MOA)

A sample letter of agreement for applicants to sign before they are given their grant award.

This is an example of an Agreement between a mini-grant applicant and Project Freedom , the mini-grant sponsor. In this case, the applicant is asked to sign and submit a copy of the Agreement before the application is actually reviewed.

• I will give Project Freedom a report of how the project went and what was accomplished no later than June 1, 20___.
• I will return any money that I did not spend to Project Freedom by June 1, 20___ .
• I will spend the money I get only on things I said I would in my budget. If I need to make changes, I will contact Project Freedom first.
• This money is not being used to replace, or free up for other use, funds which are presently being used for substance use prevention.
• I will let Project Freedom staff or mini-grant volunteers check up on my program any time they wish to see how it's going and how I'm spending my money.
• If my program is youth focused, I will ask youths to be involved in making decisions about the project.
• I will get the best photographs I can of my project and I will return the disposable camera that Project Freedom will give me. I understand that the photographs belong to Project Freedom and that they will be used to show others the benefits of the mini-grants program. I will tell Project Freedom if someone in my project does not want his or her picture used.
• I will tell others that my project is being funded by Project Freedom's mini -grant program and I will put this on any written materials I develop for the project .
• If I am part of an organization, then my signature indicate that I'm the one who has the right to enter into contracts with others for my organization.
• I will let you check my background to see that all this information I've provided is true.

Please Sign Here:_________________________ Date:_____________

Thanks for your application!
If you are funded, we wish you great success!
If you are not funded, don't give up. Talk to someone at Project Freedom about your ideas and try again next year. We want to work with you!

___You and your organization have decided to establish a mini-grants program

___You have decided on your purpose and your goals for the program

___You know whom you want to reach and what your desired outcome is

___You have developed a planning committee and a review committee

___The guidelines that are developed are as simple as possible

___These guidelines reflect the best interests of your organization and the community

___You have developed a mini-grant application form

___The application is relatively short, but it contains the key questions

___The availability of the grants has been announced and publicized

___When the applications were received, they were reviewed by the committee

___A score was given to each application using a rating sheet

___You have awarded the grant to the best suited applicant

___After the grants have been given out, the monitoring committee has helped to keep the projects on course

___You have received a final report or product by the target date that was originally set

___You have evaluated how well the program went, making changes when necessary

___You are prepared to repeat the grant cycle