Big Timber, MT

A Grant Writing Workshop was hosted for the Big Timber community in response to an invitation from Mayor Dianna Taylor.  The workshop consisted of two consecutive Thursday evening sessions, from 6:00pm-9:00pm.  Crystal Coffey-Avey, local Horizons Community Coordinator, organized a ‘lite’ buffet dinner for each session which was held in the new addition to the library.  The dinner buffet was set up in the kitchen next to the conference room and attendees made their dinner selections and found seating at tables in the conference room.  The workshop sessions began about 6:30pm.   In spite of the fact that the local newspaper refused to publish an announcement about the grant writing workshops, there was good local coverage thanks to Mayor Dianna Taylor and Crystal Coffey-Avey.  Mayor Taylor (who attended both workshop sessions) mailed a total of 56 flyers to people involved in every organization that she could think of and to many individuals in her address book.  Crystal also sent out a similar e-mail announcement on her Horizons community listserv.  In addition, flyers announcing the grant writing workshops were placed in windows and on doors of businesses and public buildings.  

The major topics and points of discussion at each session were as follows: March 27, 2008 

1.  The opening session began with introductions and asking the 18 attendees to tell what organization or special interest group they were representing and why they had decided to attend (and/or what they hoped to gain from the workshop). 

2.  The CPS ‘clicker’ system was used as an ice-breaker asking the attendees 20 questions and showing the results on the screen in bar graph format after each question. 

3. A one-page ‘Community Issues Questionnaire’ listing 23 different local issues to focus on to make Big Timber ‘healthier, safer, thriving and resilient’ was distributed to the 18 attendees.  They were asked to check their top six choices.  They also had the option of write-in selections under item 24 on the list. 

4.  A handout of the ‘Essentials of Grant Writing 101′ from the MSU Extension Community Resources web site was distributed along with a two-page list of Grant Resources (web sites) and one sample page from the list of Grant Opportunities.  

5.  The majority of discussion focused on the following:

a.   getting started, knowing your topic area, reviewing sources of potential funders, gathering and filing data and statistics to use in grant writing

b.  understanding the definitions of vision and mission statements and the differences between goals and objectives

c.   essential elements to consider in developing a needs statement

d.   evaluation of a sample one-page needs statement

e.   reasons why grants don’t get funded

6.     During a break, examples of grant writing resources/textbooks and RFAs and RFPs were available on a table for review by attendees. 

7.   Attendees were given a grant writing homework exercise assignment using a two-page outline (handout) to draft the basic components of a grant.  If they didn’t have a funding organization in mind, it was suggested that they select one from the list of fifty-some ‘community-friendly’ grants on the MSU Extension web site at: http://extn.msu.montana.edu/CommRes/grantopps.asp  

April 3, 2008 

1.  Since this session had three newcomers, we opened with introductions.  The first order of business was to share and discuss the results of the questionnaire listing those focus areas that received six or more hits as follows:

a.   11 hits - Community infrastructure (e.g., community center, community health & fitness center, business development, parks/recreation, community gardens/landscaping, code enforcement, water/sewer, etc.)

b.   9 hits - Community foundation to secure outside funding (e.g., grant writing)

c.    7 hits - Developing, nurturing and maximizing community assets

d.   7 hits - Programs for youth (e.g., after-school programs, mentoring programs, teen center, better education programs, etc.)

e.  6 hits - Community communication (e.g. increased awareness of opportunities, benefits of partnerships, coalitions and networking, and etc.)

f.    6 hits - Affordable health care 

2.    A Power Point Presentation (with handouts) was made on “Grant Basics” with emphasis on the following topics for discussion purposes:

a.  Tips on fund raising and building a firm funding base

b.  Identifying good potential projects and programs

c.   Sources of grants

d.  Quick hints before starting

e.  Questions you will need to answer in your proposal

f.    Basic proposal contents

g.   Importance of ‘Statement of Need’ and ‘Executive Summary’ - during this discussion those who had written a Statement of Need were asked to share it by reading it to the group.  There were four pairs of individuals who shared their Statement of Need for critique by the group and workshop leaders.

h.   Demonstrating unmet need

i.    Budgets, matching and overhead

j.    Outline of basic components of the Logic Model

k.    Sustainability

l.    Types and Examples of ‘process evaluation’ and ‘outcome evaluation’

m.   Drafting a ‘letter of inquiry’- a sample template was distributed

n.    Locating Internet resources for grants

o.    The value asking others to review your proposal prior to submission 

3.    During a break, examples of successful and unsuccessful grant proposals were available for review by attendees as well as three resource guides on evaluation. 

4.    At the conclusion, the following two handouts were distributed:

a.   ‘10 Grant Writing Hints’

b.  ‘Ten Commandments for Grant Seekers’ 

Summary Comments and Recommendations - Workshop attendees were very attentive, enthusiastic and engaging.  During the interim week between the two workshop sessions, one of the attendees e-mailed a grant application to the workshop leaders for review and comment.  The grant application was in response to an RFA from the Western Region Sustainable Agriculture Research and Education (SARE) program of the USDA.  The grant application had been submitted several times before and in this submission it did get funded; however, reviewers comments indicated that the writer should improve skills and abilities in conceptualizing and presenting his ideas – thus the reason for requesting an outside evaluation at this time.   In summary, two key overall assessments were noted: (1) everyone was well informed about the history and purpose of the Horizons Program; and (2) the level of community readiness for a grant writing workshop was ideal.  Workshop leaders (Dave Young and Dennis Alexander) provided attendees with their e-mail addresses and phone numbers and encouraged them to follow up with questions and/or submit drafts for review and comment. With respect to recommendations, there should be some type of followup with workshop attendees to seek feedback regarding how the workshop sessions could be improved, what was of value and what could be left out.  It is recommended that a six month inquiry be made to determine how many attendees have worked on and/or submitted a grant application. 

The Horizon Community Development Group has had several meetings concerning the issue of how to keep needed services open in Big Timber and getting these entities together under one organization.  The first meeting netted a creative solution’s team which has put together a proposal for an organization; and a temporary Thrift Store Board which was responded to the emergency need of keeping the store open.   In a meeting today, the creative solutions team proposed that the Commodities Program (food distribution program for qualifying senior citizens) the Food Bank and the Thrift Store be organized as HELP LINK with the mission of “Community Helping Community.”  They presented a vision and goals and suggested that the organization be placed under The Sweet Grass Health and Wellness Foundation umbrella.  Members from each group will meet with their boards and Community Development Group will facilitate a meeting and hopefully a decision on July 11^th. 

The nineteen people present represented the Food Bank, Heart & Hands Hospice, Commodities, Sweet Grass Health and Wellness Foundation, Beartooth RC&D, Food Bank, Big Timber City Council, Horizons and several local churches.

The Community Development Horizon Group is hoping to bring the Manaia YELP (Youth Empowerment and Leadership Program) back to Big Timber in the fall of 2008.  The successful April/May program was presented in coordination with the Sweet Grass County High School, the Manaia Program, and local entities.   Funding for the program came from the following sources:  MT Community Foundation Grant from NWAF $1500, City of Big Timber $2000, Sweet Grass County $3000 (departments that donated included the Sheriff’s office, District Court Clerk and Addictive Disorders) and the Community Development action group $117. 

The program was such a huge success that a group of the kids who completed the first program are working with the group to raise funds for a fall program.  They will be producing a brochure and visiting local clubs to fund raise.  At this time we have about ¼ of the funding needed.  Local High School Superintendent Al Buerkle is looking at possible dates.

The Community Development group (Big Timber Horizon Project) hosted a 2 day workshop on grant writing on March 27th & April 3rd.  Dave Young from MSU Bozeman and ____ presented the workshop to 18 peoiple interested in learning to apply for grants. 

The Sweet Grass County/Big Timber Community Resource Book is in the process of being typed and proof read. The printing and distribution target date is mid-summer. In the course of attending the Study Circle meetings, Leadership Plenty Training, and various other seminars and training sessions, it has been discovered there is a lack of communication in re-referrals for all services. This Resource Book will list not only the local services, organizations, and other information, but will list pertinent ones on State and National levels also.

This is tied to reducing poverty by allowing people to be referred to agencies and/or organizations that will help them meet their needs. All needs are addressed; not just monetary, but overall health including mental health and help organizations for addictions, support groups, employment training, etc. This will help reduce poverty on many levels, depending on the needs of the recipients, and includes rebuilding self-esteem to those who need it. A few examples of these are high school dropouts seeking to obtain a GED and further their education or job training; addicts who do not see themselves as worthy people; people who have made societal errors and need a fresh start.

The Community Development group has started a dialog about creating a Community Foundation.  An information meeting was held and Cathy Cooney  from the Montana Community Foundation gave a presentation on how foundations work.  A community foundation would be a long term approach to funding needed projects in Big Timber/Sweet Grass County and the committee will be looking into this option.  It would possibly tap into funds that might not otherwise be available. 

The Community Development Group facilitated a meeting with artist from the community in an effort to get individual artists to come together to talk about forming some sort of organization.  We used the Study Circle approach and had a huge turn out.   

This effort has led to the formation of an Artist’s Coop in Big Timber which was celebrated with the grand opening of a Coop Gallery on Friday June, 20^th.  There was an artist’s walk (featuring multiple local works of art), several business open late that evening, horse drawn carriage rides, street musicians and a very large crowd.  Two more artist’s walks are planned this summer and it is the hope of the group that we can attract patrons to Big Timber’s struggling downtown business areas via these events.

The Manaia YELP (Youth Empowerment and Leadership Program) was held in Big Timber beginning 4/25/08. Nineteen youth and five adult mentors were signed up to complete the program. Two youth dropped out that morning and one became ill that evening and had to leave. The weekend kickoff ran from 5PM - 9Pm on Friday, 9AM-9PM on Saturday and 9AM - 5PM on Sunday. Four facilitators and a cook from the Manaia Program were also present. The program continued for the next five weeks with the group meeting every Tuesday from 6PM - 9PM. On May 27^th a graduation ceremony was held for the 16 youth and 5 adult participants and attended by parents and community members. The adult mentors will continue to work with the youth and several groups will be working to gain awareness for the program and fund raise to continue the program.  

The workshops focused on self esteem, attitudes, behaviors, personal responsibility and conflict resolution. The program had a 100% success rate with all 21 participants graduating. Already school officials, parents and adult participants have seen a big improvement in all the youth. The program was open to all high school aged youth and free to participants. Approximately 60% of the attending youth were from single parent, low income families.  

Funding for the program came from the following sources:  MT Community Foundation Grant from NWAF, City of Big Timber, Sweet Grass County and the Community Development action group.

Completed action:   

A list of local contractors who are willing to donate time and possibly some materials for small home maintenance projects has been developed. Churches and the local welfare office will be the main source of referrals of people in need. The recipients of such services are elderly or those with limited or no financial resources to see such projects done. This will help easy poverty on three levels: 

1. monetary (those who do not have the funds for needed small repairs on their homes)
2. community housing (making those homes more comfortable for the recipients and improving the quality of the house and neighborhood)
3. spiritual (the art and heart of giving)

Non-traditional Child Care:  Dale Garrett has met with Kevin Schott, whose wife, Stacey, has a day care center. Stacey is licensed and her day care center is certified. Kevin and Stacey are interested in further developing the idea of non-traditional childcare hours. They are conducting their own studies on this. Non-traditional childcare hours will help solve another issue related to poverty…parents who cannot work, or be trained for higher paying jobs because of lack of childcare. 

The Community Thrift Shoppe will open Monday, June 9 and will be located at 106 East 3rd Avenue (old Hearts and Hands Hospice Thrift Store location - across from City Hall). This is a temporary location until another building can be secured. Collections of donations will be start Wednesday, June 4 from 1 p.m. through 4 p.m. Items needed are spring and summer clothing, household items, books, children’s toys; please no appliances and furniture at this time. Once another location is secured, appliances and furniture will be considered depending on condition. 

Store hours for the present will be:           

Monday 11:30 AM – 5:30 PM           

Wednesday 10:00 AM – 5:30 PM           

Friday 10:00 AM – 5:30 PM           

Starting in July we will also be open on Saturday 10:00 AM – 2:00 PM 

Please contact one of the following if you have questions, need donations picked up or arrangements made to leave donations:  Sandy Carroll, 932-6457; Grayce Sivigny, 932-4739 or 930-1645; or Jan Counter, 932-4159.  If you would like to volunteer to work in the store, or if you would like to make a monetary donation, please call Jan Counter.  The store is non-profit.  Proceeds about and beyond the store’s operational costs will go to the Food Bank. 

It is the intention of a group of concerned citizens, spearheaded by the Community Development Action Group, to open and operate the Community Thrift Shoppe, Food Bank, and Commodities program all under one roof.  If you know of any available buildings that would house all three, please contact one of the above or Suzanne Wilson 932-5185 or Dale Garrett 932-3090.