Implementation Grant Guidelines - FY 2013

Program Overview
The Adams Arts Program is a grant program of the Massachusetts Cultural Council that seeks to promote economic and community development through the arts, sciences and humanities in Massachusetts.

Through the Adams program the MCC will support partnerships that can develop long-term sustainable impact by:

• Aiding in the revitalization of neighborhoods and communities
• Improving the infrastructure and viability of the creative industries
• Stimulating increased participation and engagement in cultural and creative activities by residents and visitors

See the 2012 legislation for the Adams Arts Program.

Projects must have:

• A systemic approach to cultural economic development with a persuasive vision for change
• Clearly defined economic goals and objectives
• An action plan aligned with the project vision and economic goals
• A funding plan that is appropriate, feasible, indicates strong community support, and includes a well conceived long term sustainability strategy

The program will not fund:

• Projects that are part of a single organization's usual, ongoing activities
• Projects that do not involve a partnership of at least three organizations willing to invest time and effort in the project's outcomes
• Activities of very limited duration that are not directly tied to long-term community economic development goals
• Projects where arts and cultural activity is not at the center of the project's plan
• Capacity building initiatives for artists that are not integral to a broader economic development strategy
• Short-term employment or education projects for youth
• Capital expenses. The program does not fund capital projects involving the redevelopment of buildings or pre-development feasibility studies.
• Projects in receipt of an FY12 Adams grant.

Capital items or equipment that can reasonably be depreciated within a three-year period are allowable expenses. (For more information about programs that support capital projects, please see the Cultural Facilities Fund or ArtistLink web sites.)

Eligibility Requirements
Organizations eligible for funding include:

• Not-for-profit entities based or incorporated in Massachusetts under section 501c3 of the Internal Revenue Service Code
• Public sector entities

A dynamic partnership among stakeholders is a fundamental project component. Partnerships must involve at least three organizations that are prepared to lead the project over time. One of the partners must be a cultural organization incorporated in Massachusetts. Other partners may include: non-profit organizations, private, for-profit businesses, educational institutions and state and federal agencies. Each organization is expected to make a significant contribution to the project.

For clarification, the primary or lead partner is the main project contact for the MCC and has fiscal responsibility for the grant. A partnering organization is involved in making decisions about the future direction of the project on a regular and ongoing basis.

Award Ranges and Cash Matching Requirements
The funding period is for one-year from July 1, 2012 to June 30, 2013.

The maximum grant request is $50,000 per year. Most projects are funded at less than this amount. The average grant in 2012 was $35,000.

Grants must be matched on at least a 1:1 basis. 80 percent of the match must be in cash and 20 percent may be in-kind support. Matching funds must be secured by the end of the funding period. MCC grant funds from other programs cannot be used as part of the match.

Application Review Process
The Adams Advisory Committee convenes to discuss the applications. Based on the Committee’s recommendations, the MCC board makes all final award decisions. The grant application process is highly competitive and not all applicants will be funded.

The Adams Advisory Committee is an independent group of peers comprised of cultural and community economic development professionals, including members of the MCC board.

Review Criteria
Applications will be evaluated based on the following 100-point scale. If you have received an Adams planning grant in past years, you are considered a new applicant.

• Economic Context and Change Proposition (30 points)
• Project Activities (35 points)
• Project Management and Budget (20 points)
• Evaluation (15 points)

Application Timeline

Reporting Requirements and Grant Cancellations
Grant recipients are required to submit the following reports by the deadline:

• Interim report six months after the project begins detailing the project's progress; changes in proposed activities, project timeline or personnel; and a financial statement outlining the income and expenses to date.

• Final report providing a narrative description and financial documentation of the project's activities in the past year.

The MCC has the right to withhold, reduce, or cancel grants if a partnership:

• Fails to comply with the terms of the grant contract
• Does not notify the MCC of significant changes in the project and/or partners
• Is unable to raise the required match
• Demonstrates inadequate financial management and oversight
• Does not properly credit MCC support
• Misses deadlines for grant reports

Application Process

All items are required for an application to be considered complete. Incomplete applications will affect the outcome of an application. Email and faxed materials are not acceptable.

There are two stages to the application process:

I. Intent to Apply

1. Review the FAQs to ensure that you understand the Adams Arts Program rationale.

2. Contact Adams Arts Program staff to confirm eligibility and to discuss any questions you may have about the program.

3. Create an organizational profile to be able to access the online application. (Please note: Usernames/Passwords created for previously submitted Adams, CIP-Peers, Cultural Districts, and/or Cultural Facilities Fund applications can all be used.)

4. Complete the intent to apply (the Project Overview page) of the online application and submit it electronically by the intent to apply deadline - Wednesday, March 14, 2012.

5. Program staff will contact applicants to discuss their proposals. We recommend that applicants do not proceed with the application process until after that discussion.

III. Final Application

1. Complete the online Implementation Grant Application - including any updates or changes to the organizational profile and/or Project Overview page.

2. Click the "final submission" button of the online application by Thursday, April 19, 2012. The electronic component of your application will then be automatically received by the MCC.

3. Mail or hand deliver the following support materials — in the order listed below — to the MCC, by Thursday, April 19, 2012:

   ___ Fiscal Agent Information Form (PDF), if relevant [2 copies]

   ___ Signed agreement between fiscal agent and lead partner, if relevant
           [2 copies]

   ___ Letters from Funders or Donors [2 copies of each]

   Submit letters confirming funds outlined in the income budget section of your online application.

   ___ One-page Planning Timeline [2 copies]

   Outline the project's planning development from initial conversations to the project's launch. Provide details and comment on any assessment strategies, decisions, participants, key meeting dates, and so on. Limit to one page.

   ___ One-page Project Timeline [2 copies]

   Outline the plan for the project's implementation. Include details about scheduling, locations and other special events, etc. Include any meetings as well as key ongoing assessment and planning strategies. Limit to one page.

   ___ Letters of Support (up to 3) [2 copies of each]

   Include up to 3 letters of support from organizations not participating in the project. For advice contact program staff.

   ___ Media Material [2 sets]

   Submit TWO identical collections of media material (newspaper articles, newsletter, program, brochure, photographs, catalog etc) in a binder clearly labeled with the project’s name. Include an itemized list of the contents in the front of each binder.
   DVDs or CDs that highlight a visual aspect of the project are allowable. Submit two identical copies no more than 30 seconds in length. If the material exceeds the time allowed, program staff will select which 30 second section will be viewed by the Advisory Committee.

   Address mail to:
   Kylie Sullivan
   Program Coordinator
   Adams Arts Program
   Massachusetts Cultural Council
   10 St. James Avenue, 3rd Floor
   Boston, MA 02116

   The electronic submission of all the application pages, and the mailing or hand delivery of the materials listed above constitutes the final application.

Proceed to the Online Application

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