What Happened?
The city of Evanston in Illinois is considering approaching its grant allocation process more efficiently with streamlined applications and a more coordinated effort from local public agencies. When the grant allocation process is less riddled with inefficiencies, more resources can be dedicated to community projects.
The Need
The proposed reforms would involve Evanston’s Human Services Committee, the Mental Health Board and the Housing and Community Development Act Committee, as well as associated nonprofits seeking funding from two major sources: Community Development Block grants from the U.S. Department of Housing and Urban Development and the city’s general fund which supports the Mental Health Board.
In an interview with Gov1, Coleen Burrus, Alderman of Evanston’s 9th Ward, explained why Evanston is evaluating new funding allocation and application processes for organizations offering social services to local residents.
“Currently, there is not a consistent application for nonprofits to access funds from the city or federal grants,” Burrus told Gov1. “There are two different formats to fill out for each funding source. However, about 60 percent of the nonprofits that receive money from the city are applying to both mental health board and federal grant programs.”
The application for federal funds is electronic and paperless, while the application for city funds involves arduous paperwork and a different set of questions to answer. This means the nonprofit must sacrifice valuable resources and manpower to complete two separate applications for very similar funding. The organizations must then plan unique presentations for separate evaluations before receiving funding.
The Solution
Burrus has proposed a more streamlined approach to the application and allocation process that saves time, money, energy and resources of local agencies, the city of Evanston and grantees alike. Burrus’ strategy includes:
- A single, online application that is transparent and applicable to both funding sources
- Super Saturday – one day when nonprofits present their plans to the Mental Health Board, Community Development Block grant group and Human Services Committee at the same time
- All three committees will work together and disseminate funding through a coordinated effort
According to Burrus, a more efficient application and allocation process starts with how the city defines its goals. The City Council should be working collaboratively with the Mental Health Board and Human Services Committee to identify specific goals for the grant funding.
“I want to bring all three bodies together to talk about goal setting, and what the major needs are in the community,” Burrus told Gov1. “We can select grantees based on what programs best address the issues that have been defined. It will be a more holistic approach where each program will work collaboratively with other organizations to implement solutions and generate outcomes.”
Through this system, grantees will be selected as pieces of a greater whole.
“When we look at nonprofits in a holistic way, we want to ask ‘Who else are you partnering with? Who else could you coordinate with to do this on a larger more impact scale?’” Burrus explained. “Groups won’t need full funding if they cooperate with another group, share services or launch joint efforts.”
Each program will contribute toward the bigger picture and work synergistically with other nonprofits. In doing so, Burrus expects both public agencies and nonprofits will enjoy:
- Immediate cost savings
- More resources available for direct community services
- Less time spent on paperwork and applications
To successfully implement this process change, Burrus is focused on open communication and sharing of ideas.
“The key to bringing out about change is getting stakeholders to the table and starting a conversation where people feel heard and respected,” Burrus told Gov1. “Communication, open dialogue and getting people face-to-face to brainstorm together is very important when creating new processes. People want to come to it in a collaborative way. They do not want to be told what to do.”
The Trials of Grant Applications
Gov1 has provided tips and best practices for the grant management process, as well as insight into new approaches to effectively use all available funding.