Implementation Grant Guidelines - FY 2010

Program Overview
The Adams Arts Program fosters and promotes the use of cultural assets as an economic development tool. The goal of the program is to maximize the economic impact of the cultural sector in Massachusetts by funding initiatives that connect artists and cultural organizations to local and state economic development efforts, nurture new arts and cultural enterprise development, raise awareness of the Commonwealth’s cultural products, and increase arts and cultural visitors to the state.

The MCC is interested in cultural economic development projects that can develop positive, sustainable impact through long-term, strategic development and require seed funding for implementation to:

• Produce new revenue
• Create or enhance jobs
• Revitalize communities
• Stimulate increased participation and engagement in cultural activities by residents and visitors

See the 2010 legislation for the Adams Arts Program.

MCC is interested in initiatives that have:

• A systemic, strategic approach to cultural economic development
• Clearly defined economic goals and objectives
• Project activities that are aligned with the economic goals
• Multiple funding sources that demonstrate project viability, community support, and the potential for long-term sustainability

The program will not fund:

• Activities of limited duration that are not directly tied to long-term economic development goals
• Projects that are part of a single organization's usual, ongoing activities
• Projects that further the goals or missions of the sponsoring organizations but effect little economic change
• 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. 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

The Adams Arts Program will support partnerships involving three or more organizations, each of which must make a meaningful commitment to the project. One of the partners must be a cultural organization incorporated in Massachusetts.

Collaborating partners can be cultural and non- cultural organizations and may include private, for-profit businesses, educational institutions and state and federal agencies.

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 any organization 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 January 1, 2010 to December 31, 2010.

Awards are up to $75,000 per year. 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.

Returning Applicants: The Adams Arts Program is not intended to become a source of permanent project support, and our expectation is that projects will become increasingly independent of MCC funds. Over time, MCC grant awards will be proportionally reduced to reflect the progress that has been made toward achieving the project’s economic development goals.

Application Review Process
In the first step of the process, an external reader and the Adams Program staff read the applications to access whether the application aligns with the Adams Program objectives. At this stage, applications may be eliminated from review by the Adams Advisory Committee. The Adams Advisory Committee is an independent group of peers comprised of cultural and economic development professionals, including one or more members of the MCC board. The Committee convenes to discuss the applications brought forward for review. 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 are likely to be funded.

Review Criteria
New Applicants
New applications that have not received Adams Arts Program implementation funding in past years will be evaluated based on the following 100-point scale:

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

Returning Applicants
Returning applicants that have received Adams Arts funding in any year between 2005 – 2009 will be evaluated on the following 100-point scale:

• Economic Context and Impact (15 points)
• Progress to date (20 points)
• Project Activities (30 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:

• 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 three 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 used for Adams, Mass. Stimulus, and Cultural Facilities Fund applications can all be used. Usernames/Passwords from the Organizational Support application will not work for this system.)

4. Complete the intent to apply (the Project Overview page) of the online application and submit it electronically by the intent to apply deadline - Thursday, September 10, 2009.

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

II. Draft Application

1. Submit a draft of your application narrative (in Word) and budget (in Excel) via email to: Christina Farrell by Thursday, October 1st, 2009.

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 Friday, October 30, 2009. 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 Friday, October 30, 2009:

   ___ Implementation Grant Cover Sheet [2 copies]

   Print page 1 of the PDF of your electronically submitted application materials to serve as a cover sheet.

   ___ 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 (New Applicants Only) [2 copies]

   Outline the project's planning process from initial conversations to the project's launch. Include details on key meeting dates and participants; any needs assessment strategies, etc. 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.

   ___ Job Description, if staff is to be hired [2 copies]

   Provide a description outlining the tasks to be undertaken by staff.

   ___ 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.

   ___ Lead Organization or Fiscal Agent Audited Statements [2 sets]

   Include 2 sets of the lead organization's most recent financial statement. Applicants with annual incomes exceeding $500,000 must submit audited statements. Municipal departments are not required to submit financial statements. Do not send in bound books. Photocopies are acceptable.

   ___ Evaluation materials (Returning Applicants only) [2 copies]

   Submit materials, findings, or reports pertaining to the evaluation of the project's impact. Do not send in bound books. Photocopies are acceptable.

   ___ Media Material (Program, Brochure, Catalogue, Newsletter,
           Annual Report, Etc.) (3 sets)

   Submit THREE identical sets of printed material about the lead organization or project partners (i.e. program, brochure, catalogue, newspaper article, web printout are all considered supplemental materials). A book of media information is acceptable. Clearly label each item with the project title. Limit each set to 3 items. If more than 3 items are submitted in each set, program staff will select which 3 will be reviewed by the Advisory Committee.

   ___ Artwork, if applicable (Returning Applicants only) [3 sets]

   Submit photographs of any artwork designed and executed as part of the project's activities. Identify the artist/s by labeling each piece submitted with the artist's name.

   Address mail to:
   Christina Farrell
   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