Capital Grant Application Instructions

Program Goals
The Capital Grant Program provides matching grants to assist with the acquisition, design, construction, repair, renovation, rehabilitation or other capital improvements or deferred maintenance of Cultural Facilities in Massachusetts. The goal of this program is to provide a portion of the resources necessary for our state's cultural facilities to flourish. Through grants and advisory assistance, this program will promote the development of Cultural Facilities that are thoughtfully planned and developed, contribute to the cultural and economic lives of their communities and are supported by significant matching contributions from the private sector.

Types of Projects Funded
The Capital Grant Program offers grants for:

• Site or facility acquisition.
• Repair, rehabilitation, or renovation of existing facilities. This may include (but is not limited to) efforts to improve physical accessibility, fire safety, and other building safety.
• Expansion of existing facilities.
• Design and construction of new facilities.
• Purchase of major equipment or integrated systems. This may include HVAC systems, sound systems, light systems, or similar equipment, provided that these are fully integrated (not free-standing) elements of a building or construction project.
• Any combination of the above.

Grants in this program may be used for:

• Direct construction costs.
• Costs closely associated with construction - such as demolition.
• Architectural or other design fees.
• Building permits.
• Engineering fees.

Grants in this program may not be used for:

• Non-facilities capital campaigns (e.g., endowment campaigns).
• Regular operating activities of an organization.
• Ongoing staff positions.
• Fundraising or marketing activities.
• Any other costs that are not related to the approved Eligible Project.
• Mortgage or loan payments.

All organizations that receive grants under this program must be able to demonstrate that the facility for which the grant is being made complies with, or will comply with upon completion of the project, the terms of the Americans with Disabilities Act.

Review Criteria for Capital Grants
Broad Review Criteria
As outlined in previous sections, the Cultural Facilities Fund statute establishes four threshold review criteria for all grants. All projects must provide evidence that they meet these four statutory criteria to be considered for a Cultural Facilities Fund Grant.

• There must be a demonstrated community need for the project.
• The project must be able to demonstrate that it will benefit tourism in the local area.
• There must be a demonstrated financial need for a grant.
• The project must be able to demonstrate local support.

The specific criteria by which applications will be reviewed are detailed below.

Quality of PROJECT PLANNING (25%)
Evidence that the proposed facilities project:

• Is integral to the mission and to an overall strategic organizational plan.
• Is appropriately sized, relative to the capacity of the organization.

For deferred maintenance:

• Is in the context of a larger a capital needs/replacement assessment.
• Is incorporated into a comprehensive maintenance schedule.

For expansion or new facility:

• Is thoroughly planned in relation to the programming.
• Is justified by evidence of market demand.
• Takes into consideration the impact the expansion will have on the organization's operations.

Quality of FINANCIAL PLANNING (25%)

• Project budget is complete and informed by professional third party bids.
• The matching funds are either committed to the project or there is a demonstrated ability to raise the match.
• The organization currently has capital maintenance reserves or a demonstrated ability to successfully fund depreciation.
• A demonstrated analysis of the costs of operating the building after construction (for new buildings or expansions).

Quality of IMPLEMENTATION (25%)

• Demonstrated ability of leadership team and key contracted personnel.
• Key members of the development team have been identified and/or hired.
• The project timeline demonstrates a readiness to proceed.

Quality of GRANT IMPACT (25%)

• The project benefits tourism in the local area.
• There is a demonstrated community need for the project.
• There is demonstrated local support for the project.
• There is a demonstrated financial need for the grant.
• The project will have a demonstrated economic impact on the local area.

Application Process - NEW!
Please note we have a new online application process.

I. Intent to Apply

1. Please review the eligibility requirements for the Cultural Facilities Fund as defined by the statute.

2. If you decide to proceed, create an organizational profile to be able to access the online application. (Please note: Usernames/passwords from the Organizational Support application will not work for this system.)

3. Complete the intent to apply (the Project Overview page) of the online application and submit it electronically by the intent to apply deadline - Friday, October 31, 2008.

II. Draft Application - (OPTIONAL)

1. Indicate that you will be submitting a draft on the Project Overview page.

2. Answer all of the narrative questions and save your work on the online application by Friday October 31st.

3. Mail two copies of the following items to Jay Paget at the MCC by Friday October 31st:
   • One-page project budget
   • Two years of financial statements (please provide audits as available)

III. Final Application

1. Complete the remaining online Capital Grant 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, December 18, 2008. The electronic component of your application will then be automatically received by the MCC.

3. Mail or hand-deliver the following required and supplementary materials to the MCC, by the deadline - 5 p.m. on Thursday, December 18, 2008 (Please note that this is not a postmark deadline. Hard copy materials must be in MCC staff hands by 5 p.m. on Thursday, December 18, 2008.):

   Required Materials:
   Please submit THREE SEPARATE, COLLATED SETS of the following 11 items in the order shown below:

   1. One-page Project Budget (Please list both the Sources and Uses in the project budget and indicate if the Source funds are: "committed"," pending" or "projected". Also please indicate if the Uses are based on actual third party bids, i.e. a contractor bid, or if the costs are estimated). Sample project budget.

   2. Commitment of matching funds or evidence of ability to achieve matching fund requirements.

   3. Timeline for your project. Be sure to include dates. Please print on 8. 5" X 11" paper only.

   4. Income statement and balance sheet for the current year-to-date.

   5. Audited financial statements for the three most recent fiscal years. (If your organization's annual budget is less than $500,000 and no audited financials are available, please provide the review statement by the accountant or internally prepared income and expense statements and balance sheets for the two most recent years.) (Not required if the applicant is a municipality.)

      The most recent year's financial statements must be unbound, one-sided, and printed on 8.5" x 11" paper only.

   6. Resumes, CVs, or other summaries of qualifications for all key project personnel (e.g., project manager and/or general contractor, architect, fundraising consultant, key organizational staff). [Please note: Project managers and general contractors must meet insurance and bond requirements appropriate to the nature and size of the project.]

   7. Board List.

   8. Staff List.

   9. Copy of Current Long-Range Plan (if available).

   10. Copy of IRS 501(c)(3) tax exemption letter (if applicable).

   11. Copy of the lease, deed, ground lease or use agreement for your facility.

   Supplementary Materials
   Please submit three collated sets of any other materials that will help a review panel to assess your project. These may include but are not limited to:

   • Pro forma statement (financial projections of revenues and expenses, analysis typically completed for expansion projects).

   • Architectural plans for the building or renovation. (Summary plans are acceptable).

   • Project cost estimates from a contractor bid set or from an architect.

   • Zoning Variances, ZBA hearing dates, building permits or other evidence that regulatory approvals are in place or imminent.

   • Copies of market studies, operating pro-formas, fundraising assessments or project and business feasibility studies, if applicable.

   • If available, architect and construction contract. (Summary pages of contracts acceptable.).

   • Letters, press clippings, editorials, or other materials that demonstrate community need and local support for the project.

   • Other materials, as relevant.

   One copy of the supplementary application materials should be clearly marked ORIGINAL. Printed materials should be on one-sided 8.5" x 11" paper, held together by clips or rubber bands; please do not staple or use binders. Print must be no smaller than 12-point font. Please allow for at least 1" margins on all sides to allow for copying and binding of panel books.

Address mail to:
Massachusetts Cultural Facilities Fund Grant Program
Massachusetts Cultural Council
10 St. James Ave., 3rd Floor
Boston, MA 02116-3803.

Only the electronic submission of all the application pages, and the mailing or hand delivery of the materials listed above will constitute the final application.

Proceed to the Online Application