Introduction 

Buckeye Hills Regional Council (BHRC) serves eight counties in southeastern Ohio, a region facing unique economic development challenges and opportunities. As the Local Development District (LDD) for the Appalachian Regional Commission (ARC), BHRC plays a vital role in connecting local communities with federal resources to enhance economic resilience, workforce readiness, and infrastructure development. One of BHRC’s key responsibilities is managing the ARC Area Development program’s pre-application process, which helps local governments, nonprofits, and other stakeholders create strong project proposals for federal funding. 

Over the past several years, BHRC recognized that its pre-application process had become outdated, difficult to navigate, and misaligned with communities’ changing needs. In response, BHRC undertook a major overhaul of the process. The result was a more transparent, accessible, and strategic system that enhanced the quality of applications and strengthened partnerships across the region. This paper describes how BHRC redesigned the pre-application process, the strategies used to implement the changes, and lessons learned for other organizations working in economic development.   

Background: Why Change Was Needed 

The original ARC Area Development pre-application process at BHRC was functional but limited. Applicants often found it confusing, with unclear timelines and limited guidance on how to align local projects with ARC priorities. Several challenges became clear:  

1. Complexity – The application materials required familiarity with federal processes that many local leaders and nonprofits did not have. 
2. Communication Gaps – Communities often did not clearly understand what projects were eligible or competitive.  
3. Limited Capacity – Smaller communities, with fewer staff or resources, struggled to navigate the process. 
4. Reactive Approach – The system was more about responding to requests than proactively shaping regional priorities. 

These barriers led to uneven participation across the eight-county region, with some communities underrepresented in funding opportunities. BHRC recognized that improving the pre-application process was critical to ensuring fair access and better project outcomes. 

The Revamp: Key Improvements 

The redesign of the pre-application process was guided by three core principles: accessibility, clarity, and strategy. Here are the key improvements BHRC implemented: 

1. Simplified Pre-Application Form – BHRC redesigned the pre-application form into an online platform (SurveyMonkey Apply) that focuses on the essentials: 

• Clear prompts regarding project scope, goals, and beneficiaries 

• Drop-down menus and checkboxes to minimize open-ended responses, and 

• Streamlined sections for budget estimates and match sources. 

This simplification made it easier for applicants to share project ideas without feeling overwhelmed by paperwork. 

2. Clearer Guidance and Training – Recognizing the learning curve for new applicants, BHRC developed: 

• A detailed checklist outlining ARC priorities, eligible activities, and the funding cycle. 

• In-person workshops, 

• Webinars and recorded tutorials available on demand, and 

• One-on-one consultations with BHRC staff for personalized guidance. 

This approach helped level the playing field for smaller communities. 

3. Transparent Timeline – Previously, applicants were often unsure of deadlines or review stages. BHRC introduced: 

• A published annual timeline with key milestones, 

• Automated email reminders for applicants at each stage, and 

• Public posting of important dates on the BHRC website. 

This transparency enabled communities to plan ahead and prevent last-minute rushes. 

4. Regional Prioritization Framework – To ensure the strongest alignment with ARC’s strategic goals, BHRC implemented a scoring and prioritization system. Applications are now evaluated based on criteria such as: 

• Economic impact, 

• Regional collaboration, 

• Alignment with ARC investment priorities, and 

• Sustainability of outcomes. 

This framework enhanced fairness and provided applicants with insight into what makes a project more competitive. 

5. Digital Submission and Tracking – Moving away from paper-based submissions, BHRC introduced an online application portal using SurveyMonkey Apply. Applicants can: 

• Submit pre-applications electronically, 

• Track their submission status, and  

• Receive automatic confirmations and updates. 

This lessened the administrative load for both applicants and BHRC staff. 

Outcomes of the Revamp 

The new pre-application process delivered immediate and measurable results: 

1. Increased Participation – More communities submitted pre-applications, including several that had not engaged with ARC funding in previous years. 
2. Improved Application Quality – Clearer guidelines and expanded technical assistance have helped more projects advance to full applications and secure funding.  
3. Stronger Regional Strategy – The prioritization framework promoted collaboration among counties, resulting in projects with broader regional impact. 
4. Efficiency Gains – Using SurveyMonkey Apply streamlines staff review, cuts processing time, and frees up staff capacity for technical assistance.  

Lessons Learned 

For emerging professionals in economic development, the BHRC case shows that process improvements are just as important as project ideas. A well-designed application process can: 

• Expand access to resources for smaller, underserved communities, 

• Build the capacity of local leaders to engage with economic development, 

• Strengthen the alignment between local needs and federal priorities, and 

• Enhance a region’s ability to attract investment. 

Additionally, this case shows that economic development isn’t only about infrastructure or workforce but also about establishing systems that help people navigate opportunities successfully. 

Conclusion 

BHRC’s revamp of the ARC Area Development pre-application process reflects a broader shift in economic development: shifting from gatekeeping to capacity building. By making the process simpler, clearer, and more strategic, BHRC not only improves the quality of project applications but also broadens access for communities across the region. The result is a stronger, more inclusive project pipeline that positions southeastern Ohio for long-term growth. 

This case highlights the importance of process innovation. Effective projects start with strong systems, and a thoughtful redesign of those systems can yield benefits well beyond a single grant cycle. By sharing its experience, BHRC aims to encourage other organizations to see administrative processes not as obstacles but as opportunities to strengthen communities and promote regional development goals.