The catalog is organized in alphabetical order by state agencies then federal agencies with tabs dividing each agency. Within each agency section there is a description of the individual programs administered by that particular agency. The individual program description is intended to give you enough information to decide if you should apply for this program or perhaps request additional information. The program descriptions are separated by the following headings: program purpose, eligibility, special conditions, and use of funds, funding availability, application process, authorization, related programs, contact information, and an “At a Glance” box. An explanation of the material found under each of these headings is described below. Keep in mind the program descriptions are not intended to replace the specific information provided by the administering agency such as Request for Proposals, application forms, and administrative guidelines; therefore, you should contact the administering agency for the latest information.
The title is that given by the administering agency.
“At a Glance”
Within the bordered “box” is a summary of all the basic program information including fund availability – approximate total amount available and the approximate maximum and minimum amount awarded, the deadline to apply, eligibility – the type of local entities that may apply is indicated with an “X”, and type of aid – also indicated with an “X”. The “At a Glance” box is a brief overview and conditions are described more fully in the subsequent text.
At the beginning of each program description is a summary of the purpose or goals of the program. If the goals correspond with your local goals or intentions, you may want to read further to determine if you are able to meet the conditions of the program.
This section lists the types of agencies and institutions that may apply for the particular program. If there is a population limit, such as for rural programs, this is stated. Occasionally, an agency will use the inclusive term, local governments, which refers to general purpose units of government such as counties and municipalities or the term “all political subdivisions of the State”. The latter also includes special districts and the like incorporated under the applicable state statutes and school districts. “Special districts” includes acequia associations and community ditch associations, irrigation and water districts and the like. “Other governmental units” may include school districts, units of state government, council of governments and so on. Public non-profit organizations, such as some fire departments, are not distinguished from private non-profit corporations in the “At a Glance” section but when such entities are specifically eligible it will be mentioned in this section describing eligibility.
A local entity may be eligible for a program and find there are special conditions to be met such as a match of local funds. Other examples of conditions highlighted are requirements that a local program confirm with a broader state plan, local citizen involvement in a planning process and whether the funds are made available at the start of a project or on a reimbursement basis. It is also clarified here whether or not a project can be locally determined or if the local applicant is actually acting as a contractor for specified services to be delivered by the state.
Use of Funds
This section provides more detail on the objectives of the program and the particular types of costs that can be charged to the grant or loan funds.
Some programs allocate funds on a formula basis to all eligible applicants or to previously designated local entities whereas others require a competitive application for a limited number of dollars.
Range of Awards
This section either gives the dollar range of awards that can be expected or gives the factors such as population considered in awards made by formula.
Funding Cycle – Duration
Most grants are authorized for one year with funds made available at the start of the state fiscal year (SFY), if it is a state program, or near the start of the federal fiscal year (FFY), if it is a federal program. Often there is a three- to six-month delay with federally funded programs before the funds are actually available to the locality. This section gives a picture as to when contracts are executed and how long the grantee or loan recipient has to expend the funds.
Source of Funds
Some programs are federally funded; however, the funds must pass through the State before a portion is distributed to local entities. Other programs are funded by either the State Legislature or by a special on-going fund or bond set up by state statute. In a few cases, there is funding at the state level for state-wide activities that benefit local entities through direct technical or other assistance even if the funds are not or cannot be sub-granted.
This section clarifies if the program requires a specific application process and the timing between applications and notification of awards.
Specific deadlines may change each year but are generally in the same month or season as indicated here.
How to Apply
Customarily, specific application forms and guidelines are obtained by the agency. When public hearings or other steps are required, they are listed if known.
Selection Criteria & Decision Authority
This section is specifically relevant to competitive discretionary grants. Most agencies have a system of criteria that must be met and points to be awarded so that the best applications are funded. The role of staff and advisory committees or commissions in making funding decisions is also mentioned.
Federal and state legislative citations that created or funded the program are given here.
This section is to help readers locate other programs for the same or related purpose by name, administering agency and code number. In this way, local entities can find the more appropriate resource or perhaps combine resources from different agencies.
Additional information on the program should be obtained from the contact persons and agency offices listed here. Telephone numbers, mailing addresses, and street addresses are given. Although the specific contact person may change, the office will likely remain consistent.
Many agencies receive duplicate questions about a program that is not contained in the description. Some agencies provided frequently asked questions and answers as they pertain to the program.
It is often difficult to select and apply for appropriate funding sources unless the community or organization first has a firm strategic plan of how the project fits into community goals. This requires some preliminary technical work and cost estimates on the project. We are aware that many communities are small and may lack staff or contract funds for such work. As a result, many opportunities are missed on fully utilizing these funding sources.
On the other hand, many of the agencies have technical assistance and staff available or can locate other resources for you. Although this is not universally true, we encourage you to ask before submitting an application. By working with the agencies in advance, one can often create a project concept that may have possibilities for seeking funding assistance.