Cultural Investment Portfolio - Colleagues
Reporting Requirements and Deadlines for Fiscal Year 2012

Contract Requirements
Please contact the Contracts Coordinator for further information about any of the following:

1. Signed Contract with Attachments -- Due November 10, 2011
   • Attachment A -- Scope of Services
   • Attachment B -- Scope of Services and Additional Terms
   • Attachment C -- Updated Budget
   • Attachment D -- Credit and Publicity Agreement
   • Terms and Conditions (PDF)
   • W-9 Form (PDF)
   • Contractor Authorized Signature Form (PDF) -- Required of all grantees
   • Authorization for Electronic Funds Payment
2. Most Recently Completed Fiscal Year Audit or Financial Statements -- Due as they are available.

Check your payment status.

Consequences for missed deadlines: The MCC has the right to withhold, reduce, or cancel grants if stated advocacy and final report deadlines are not met.

Portfolio Requirements
Please contact Charles Coe for further information about any of the following items as stipulated in the Colleagues Guidelines:

1. Cultural Data Project Participation
2. Advocacy
3. Hosting a Staff Visit
4. Sector Support
5. Credit MCC Funding

Cultural Data Project Participation
Each fiscal year CIP Colleagues are required to submit a complete new Data Profile to the Massachusetts Cultural Data Project (CDP). All CIP organizations have chosen a month that reflects their own financial cycle; your data must be entered, be reviewed by CDP staff, and reach “Review Complete” status by the end of that month.

If the CDP Profile is not complete by the end of the month selected:

• If completed two weeks from the original deadline, that fiscal year’s grant will be cut 10 percent.
• If completed by four weeks from the original deadline, that fiscal year’s grant will be cut 25 percent.
• If the profile is not submitted after four weeks from the original deadline the MCC will assess whether it is appropriate for that organization to remain in the Cultural Investment Portfolio.

Your MCC Program Officer is available to answer program-related questions such as deadlines and program requirements. Answers to technical, data-entry, or financial questions should be directed to the MA CDP helpdesk. They can be reached at: 1-877-MASSCDP (1-877-627-7237) or help@massculturaldata.org. See a flow chart for the complete CDP process (PDF).

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Advocacy
CIP Colleagues must attend two advocacy events each fiscal year and report them by June 30. See examples of advocacy events. Program Officer Charles Coe (617-727-3668 x339) would be happy to brainstorm with you about ways to meet your advocacy requirement.

Report on your advocacy events by using this online form at any point during the year.

Find the state senators/representatives for your district.

Additional advocacy tips and information is available from the MCC's Advocacy Action Center.

Please note: In 2009, Governor Patrick signed into law a bill that makes widespread changes to the Commonwealth's rules regarding ethics and lobbying. Nonprofit organizations should familiarize themselves with the new law, as it affects the way the sector can advocate on Beacon Hill. Common Cause Massachusetts and the Office of Secretary of State William Galvin have each summarized the changes made by this law and its impact on the advocacy community.

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Hosting a Staff Visit
Every three years CIP Colleagues are required to host a staff visit. The staff visit is about relationship building. It is not an evaluation or accreditation nor is it tied to funding decision or amount. We want our Colleague organizations to feel comfortable engaging in a candid and open discussion about any challenges or issues they may face. This visit is a critical component of the Cultural Investment Portfolio.

Staff visit guide (Word)

If at some point serious concerns or problems arise with the Colleague organization the MCC will work with that organization to develop and implement a remediation plan. If there are serious challenges our goal is not to take funding away but work with our Colleagues to find solutions.

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Sector Support
CIP is focused on strengthening the sector. We ask that leaders of our Colleague organizations demonstrate a willingness to serve as a resource to other Massachusetts arts and culture organizations. (e.g. be the subject of a case study, mentor another organization, answer questions asked by other organizations, etc.)

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Credit MCC Funding

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