Service Planning Grants can be used for information-gathering and a variety of studies or for implementing certain recommendations or plans previously outlined in studies. Those studies can examine everything from call response improvement, sharing training needs, administrative costs, personnel and equipment, to full consolidation of departments. If a department has an idea, the State Fire Marshal Division (SFMD) wants to hear it.
Implementation
Grant
Administrative standardization between 2 or more FD’s. Standardization of FF life safety equipment
between 2 or more FD’s. Station Modifications
(hardship circumstances only).
Regional/County Wide Equipment Purchases.
**The oversight committee will decide whether the
implementation justifies the cost. The prerequisite for Implementation Grants
would be a Planning Grant or a previous Shared Services/Service Planning Grant.
A prerequisite could also be from a group’s independent study done to show that
implementation will benefit all groups involved and improve service.
Implementation Grants
will be scored by the committee with the following priorities:
Priority #1
– Administrative standardization costs
Priority #2
– Standardization of Firefighter life safety equipment
Priority #3
– Station Modification (Hardship
circumstances only)
Priority #4
– Regional/County wide equipment purchases
Priority #5
– Applicants that have previously received a SFMD Implementation Grant
Planning Study
Grant
FD’s, cities or towns looking to improve emergency fire services
to their areas.
Exploratory type studies
for future needs of fire service areas.
The study will include a clear set of objectives leading to goals that identifies
how the participating fire departments/cities/townships will more efficiently
plan for future service improvements in the areas of (but not limited to):
- Training, department administration, personnel,
equipment or department consolidation.
- Analysis of the efficiency and effectiveness of
emergency response and benefit to the population served.
The study should also take into account:
- Geographic area, population density and other
factors that encourage communities’ and fire service providers’ voluntary
participation.
- Future funding sources for the project if
implemented.
- Cooperative training among departments and
equipment procurement between departments.
- Employment issues associated with combining
existing agencies and entities into a regional or multi-jurisdictional entity
for consolidation projects.
- An analysis of best practices in the creation
and functioning of public-safety-related service planning delivery models.
- A preliminary set of operating procedures for
cooperative shared fire and rescue service systems.
Planning Study Grants
will be Scored by the Committee with the Following Priorities
Priority #1
– First time Legacy Shared Services/Service Planning Grant application
Priority #2
– Returning applicants
How to Apply
- Interested parties will be directed to take the online survey.
- The survey will be forwarded to an SFMD fire service
specialist (FSS).
- A kickoff meeting will be set up with all players. The FSS
will ensure all parties are identified. This meeting is facilitated by the FSS,
and a clear set of goals and milestones will be agreed upon by the group with
oversight by the FSS. The meeting will include fire chiefs and elected
officials. At this meeting, the parties must identify a champion of the project
that is not the FSS. The application must be completed. All forms and
information can be acquired through your FSS.
The Application Consists of
- Project information sheet.
- Project application narrative.
- Program budget request, to include budget milestones
(total budget amount should be known before application is submitted).Letter (or City resolution) from each participating
jurisdiction indicating their intent to cooperate in the study.
- Proof of an independent study or equivalent must be
submitted with the application if a group is applying for an Implementation
Grant and has not had a previous Shared Services Study, Exploratory, or
Planning Grant.
The scoring/oversight committee will review and score the
application based on the priorities listed for each type of grant.
Successful applicants will be recommended to the
commissioner of the Minnesota Department of Public Safety (DPS), who will make
the final determination. Once a grant request has been awarded, a formal grant
agreement will be prepared and must be signed by the grantee’s organization and
DPS. Once the signature process has been completed, the grant is considered
fully executed and becomes a legally binding agreement between the grantee’s
organization and DPS.
Post Application
Process
Scoring/Oversight Committee
- The scoring and oversight committee will consist of one
member from each of the following organizations:
- Minnesota State Fire Department Association as appointed by
their president.
- Minnesota State Fire Chiefs Association as appointed by
their president.
- Minnesota Professional Firefighters as appointed by their
president.
- Minnesota SFMD as appointed.
- League of Minnesota Cities as appointed.
- Association of Minnesota Townships as appointed.
- Fire Service Advisory Committee as appointed by their chair.
Audit/Compliance
The grant funds are available on a cost-reimbursement basis
where costs are reimbursed after they are incurred and paid by the grantee
agencies. This process is similar to the FEMA AFG (Assistance to Firefighters
Grant) process. Here is a breakdown of reimbursement percentages:
Up to $25,000 – 5 percent match
$25,001 to $50,000 – 10 percent match
$50,001 and up – 15 percent match
Examples:
$55,000 total grant
State pays $46,750 = 85 percent of total grant
Local entity pays $8,250 = 15 percent of total grant
$24,000 total grant
State pays $22,800 = 95 percent of total grant
Local entity pays $1,200 = 5 percent of total grant
The match percent is determined by the total grant amount.
This amount should be determined before application is submitted.
The grantee organization will be required to provide to the
SFMD with the written report on the results of the study or implementation
process (to include photos) and a written summary of all expenditures,
including documentation on how the grant and matching funds were spent. Completed studies and photos of
implementation will be available to be viewed on the SFMD website. Each Entity
will be required to take surveys after the grant is completed and again when
the project is completed, this will enable data tracking for SFMD personnel and
future requests for grant money.
Although we would like to fund every project applied for,
that may not be possible. Negotiations on proposals may occur; groups may be
asked to clarify statements in their applications or to modify their budgets.
Service Planning
Grant Program Timeline:
2019
August: SFMD program planning
September: Announcement of Service Planning Grant and
application period
December 31: Application deadline
2020
January: Selection and notification of grant recipients
February - May 31, 2021: Program implementation by
cities, townships and departments
(All
invoicing completed and submitted to SFMD for reimbursement by May 31, 2021)
2021
April: Reallocation of Service Planning Grant funds (if
applicable)
May 31: Program closeout (hard deadline)
Service Planning
Grant Program FAQs:
Q: Do we need to know the total grant amount before we apply
for a grant?
A: Yes, this determines the match amount and
defines the project a little more.
Q: Can the grant be used for implementation costs, or costs
other than paying a consultant for a study?
A: Yes, the grant funds
can also be used for things that the oversight committee determines a
reasonable use of funds.
Application
Submission:
- If you would like to apply please contact Tate Mills at 320-333-2817 or Tate.Mills@state.mn.us
- The complete application packet must be received by 4 p.m. CST
December. 31, 2019, by email.
