Planning 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.

Planning Grants
Adams Arts Program planning grants will support processes that investigate, identify, and refine creative community economic development objectives prior to implementation.

Applications that offer new insights into the creative economy, are uniquely tailored to a particular community, industry or circumstance, and are the most innovative in approach will be the most competitive. Planning grants will fund the direct expenses connected to project planning including:

• Preliminary beneficiary/audience evaluation
• Planning consultants fees and services, including meeting facilitation
• Data collection necessary to inform the plan's outcomes
• Meetings with advisors, project partners, and representatives of target audiences or other groups
• Travel to sites, or to other resources (within Massachusetts)
• And other costs associated with the planning process

Planning grants cannot be used for:

• Costs associated with implementing a plan
• Program expenses
• Print materials, web design or other media items
• General operations, including the staff time of any of the organizations involved
• Costs of applying for assistance
• Fundraising
• Professional development
• Purchase of equipment
• Costs incurred before the date the grant is approved
• Capital projects

Eligibility Requirements
Organizations eligible to apply include:

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

The development of a relationship among stakeholders prepared to invest time and effort into the plan is a fundamental project component. 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.

Review Criteria
Grant awards will be based on the following:

• The originality of the concept to be investigated
• Extent to which the concept aligns with the Adams Arts Program goals
• Extent to which the proposed planning framework, methods, and analyses are logical, well integrated, and appropriate to the aims of the project
• Extent to which the proposed planning activities will assist in making informed decisions about how and if to proceed with an implementation plan
• Qualifications of the organizations, stakeholders, and consultants involved
• A suitable budget

Application Review Process
Planning grants are reviewed by an internal team of program and executive staff at MCC. The MCC board makes all final award decisions.

Award Amount and Matching Funds Requirement
Awards are up to $5,000. Grants must be matched in cash on a 1:4 basis. That is, for every MCC dollar, the applicant must raise $0.25.

The match must be secured at the outset of the funding period, which is from July 1, 2012 to June 30, 2013. Evidence of the match must be submitted with the contract agreement.

The MCC receives more applications than funds available, and the planning grant process has been particularly competitive. In the past two funding cycles, only a third of the applicants seeking funds received awards. Applicants that receive planning grants are not guaranteed Adams Arts Program implementation funding in future years.

Local Cultural Council grants or funds distributed through other MCC programs may not be used as part of the match.

Application Timeline

Reporting Requirements and Grant Cancellations
The MCC may require a grant recipient of a planning grant to provide a progress update from time to time. A final report is required in June 2013.

Be aware that the MCC has the right to withhold, reduce, or cancel grants if a grantee:

• Fails to comply with the terms of the grant contract
• Does not notify the MCC of significant changes in the project and/or the organizations involved
• Is unable to raise the required match by the contract deadline
• 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.

II. Final Application

1. After the intent deadline, you will receive an email confirmation that your intent has been received. Once you have received this email, complete the remaining online Planning Grant Application pages - 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 the deadline – 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 to the MCC, by the deadline - Thursday, April 19, 2012:

   ____ Planning Grant Cover Sheet

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

   ____ Letters of Support (up to 3)

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

   ____ Lead Organization or Fiscal Agent IRS Tax-exempt Letter, if relevant

   ____ Lead Organization or Fiscal Agent Audited Statements

   Include the lead organization's or fiscal agent's most recent financial or audited statement. Applicants with annual incomes exceeding $500,000 must submit audited financial statements. Municipalities are not required to submit financial statements. Do not submit bound books. Photocopies are acceptable.

   ___ Fiscal Agent Information Form (PDF), if relevant

   ___ Signed agreement between fiscal agent and lead partner, if relevant

   ___ Proof of match. This may be in the form of a letter from a funder or donor.

   ___ Consultant resume.

   If, as part of your planning process, you intend to hire a consultant/s, submit their resume.

   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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