Program Guidelines 2008-2009
The Cultural Facilities Fund is not currenly accepting
new grant applications. The state budget for the current
fiscal year did not include an appropriation for the CFF.
The following are the program guidelines from the most recent
application cycle (2008-2009).
Program Overview
The Massachusetts Cultural Facilities Fund is an initiative of the Commonwealth of
Massachusetts. The Fund was created as part of a major economic stimulus bill that was
approved by the Massachusetts Legislature in July, 2006. The legislative appropriation
to the Fund for this current year is $6.5 million.
The goal of the Cultural Facilities Fund is to increase investments from both the public sector and the private sector to support the sound planning and development of cultural facilities in Massachusetts.
The Fund will provide Feasibility & Technical Assistance Grants, Systems Replacement Plan Grants, and Capital Grants to promote the acquisition, design, repair, rehabilitation, renovation, expansion, or construction of nonprofit cultural facilities in Massachusetts. All grants from the Fund must be matched with cash contributions from the private or public sector.
Eligible applicants include nonprofit cultural organizations and (subject to some
limitations) municipalities and institutions of higher education that own cultural
facilities.
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Program Administration
The legislation that establishes this program calls for the Fund to be administered by MassDevelopment and the Massachusetts Cultural Council (MCC). It also calls for the creation of a new statewide Cultural Facilities Fund Advisory Committee. The roles of each of these bodies are described below.
- MassDevelopment has authority on all matters of Fund administration, including final approval of all grant decisions. The legislation also authorizes MassDevelopment to issue bonds, to the extent feasible, for the purposes established in the legislation.
- The Massachusetts Cultural Council is responsible for managing most aspects of the grant review process, through a contractual relationship with MassDevelopment. This includes proposing rules and guidelines for the program, offering technical assistance to applicants, and managing the review process for grant applications.
- The Cultural Facilities Advisory Committee is responsible for advising MassDevelopment on the management and operation of the Fund. The Committee is comprised of nine members, six appointed by the Governor, plus the directors (or their designees) of MassDevelopment, the Massachusetts Cultural Council, and the Massachusetts Office of Travel and Tourism. The six members appointed by the Governor each represent different geographic regions of the state.
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Grant Pool
Nearly $6.5 million will be available for grants this year. In future years, allocations will be "subject to appropriation" on an annual basis by the Legislature and the Governor. This means that funds must be secured each year through the regular state budget process.
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Eligibility Requirements
The following entities ("Cultural Organizations") are eligible to apply for grants for Cultural facilities:
- Nonprofit cultural organizations: 501 (c)(3) organizations that are primarily concerned with the arts, humanities, or interpretive sciences. The legislation includes but is not limited to museums, historic sites, zoos, aquariums, theaters, concert halls, exhibition spaces, classrooms, and auditoriums ("Cultural Facilities"). Eligible facilities must be owned, leased or used by one or more nonprofit cultural organizations, and must be accessible to the public.
- Municipalities that own cultural facilities - provided that the cultural facility is at least 50,000 square feet in size, and at least 50% devoted to cultural purposes.
- Public or private institutions of higher education that own cultural facilities - provided that the cultural facility provides service and open access to the community and the general public beyond their educational mission, and can demonstrate financial need.
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Grant Categories
- Feasibility & Technical Assistance Grants: For expenses related to planning and feasibility assessment for a proposed eligible project.
- Systems Replacement Plan Grants: For a 20-year capital needs assessment of the building and its mechanical systems.
- Capital Grants: For the acquisition, design, construction, repair, renovation, rehabilitation or other capital improvements or deferred maintenance ("Eligible Projects") of a cultural facility. All of the following would qualify for consideration under this description:
- New construction.
- Additions to an existing structure.
- Renovations or repairs to an existing structure.
- Any combination of the above.
The statute of the Cultural Facilities Fund establishes four broad threshold review criteria for all its grants:
- 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.
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Award Ranges and Cash Matching Requirements
The legislation establishes the following award ranges and matching requirements
Feasibility & Technical Assistance Grants
- Grants up to $50,000 1-1 match
Systems Replacement Plan Grants
- Grants $3,000-$6,000 (depending on size of facility) 1-1 match
Capital Grants
- Grants under $1,000,000 1-1 match
- $1,000,000 to $2,499,999 2-1 match
- $2,500,000 to $3,999,999 3-1 match
- $4,000,000 to $5,000,000 4-1 match
As you consider the Capital Grant ranges in the above table, however, please remember that the total appropriation to the Fund this year is $6,500,000. Thus, the process is likely to be highly competitive, especially for larger grants.
Applications for grants in the later phases of building fundraising campaigns are welcome. Matching funds for Capital Grants may include private or public contributions designated to the Eligible Project and received up to three years before the date of application.
The following may not be used as matching funds:
- Funds from state government
- Operating funds expended by the organization for:
- Mortgage interest
- Fundraising costs
- Loan proceeds
- Other operating activities
Organizations receiving Feasibility & Technical Assistance or Systems Replacement Plan grants must have the matching funds in hand or pledged at the time of application.
Organizations receiving Capital Grants will have up to 24 months from the grant approval date to raise matching funds.
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Grants Administration
Applicants awarded a Feasibility & Technical Assistance or Systems Replacement Plan grant will be required to execute a Grant Agreement with MassDevelopment. Before the Grant Agreement can be executed, the matching funds have to be raised and certified by the Massachusetts Cultural Council.
Disbursement of funds under the Award will occur only after:
- Matching funds have been raised
- The Grant Agreement is fully executed
- Invoices for work performed on the project, dated no earlier than December 18, 2008, have been submitted to MassDevelopment, reviewed for adherence with project contract(s)and budget and approved by MassDevelopment.
Applicants awarded a Capital Grant will be required to execute a Grant Agreement with MassDevelopment. Before the Grant Agreement can be executed, the matching funds have to be raised and certified by the Massachusetts Cultural Council. Disbursement of funds under the Award will occur only after:
- Matching funds have been raised
- The Grant Agreement with MassDevelopment is fully executed
- Evidence is provided of an executed Construction Agreement for the project
- Evidence is provided of appropriate insurance
- Invoices for work performed on the project, dated no earlier than December 18, 2008, have been submitted to MassDevelopment, reviewed for adherence with project contract(s)and budget, and approved by MassDevelopment.
Applicants awarded a Capital Grant may be required to pay construction review costs.
Grants announcements are expected to be made in May 2009.
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Deadlines
Intent to Apply Deadline: October 31, 2008
Draft Submission Deadline: October 31, 2008 (optional)
Final Application Deadline: December 18, 2008
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Initial Intake
The first step is to contact the MCC. The purpose of the initial
intake is to confirm eligibility and discuss any questions you
may have about the program and the application procedures. We
hope that this initial conversation will help you decide whether
to proceed with the next steps of the application process. It
may also help you to decide whether it is more appropriate for
you to apply for a Feasibility and Technical Assistance Grant
or a Capital Grant. All initial inquiries should be directed to
either Jay Paget, Program Director, at 617-727-3668 x263.
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Application Consultations
If you decide to proceed with the application process, MCC staff will be available to you throughout the application process. We will do our best to help you shape an application that addresses the program review criteria as clearly as possible.
Staff will be available to provide feedback on applications if you wish to submit them in draft form. To receive comments on drafts, please submit a draft no later than October 31, 2008 using the application instructions within the Feasibility & Technical Assistance and/or Capital Grant applications.
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Returning CFF Grantees
Organizations who have previously been awarded Cultural Facilities Fund grants will have the opportunity to apply to the Fund in the upcoming Round so long as the prior grant has been fully disbursed by March 16, 2009. This means that all documents required to complete the Cultural Facilities Fund Grant Agreement, and all invoices requesting reimbursement, must be submitted to MassDevelopment December 18, 2008. Previously funded applicants will also be asked to demonstrate the distinction between the previous funded project and the new proposed project.
All organizations awarded Cultural Facilities Fund grants where the grant has not been fully disbursed by March 16, 2009, will not be eligible for funding in the 2008-9 round.
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Application Review
Completed applications will be compiled and forwarded to a grant review panel that will consider the pool as a whole. The review panel will include a mix of individuals who are knowledgeable about cultural facilities development, capital fundraising, financial management, historic preservation, construction and strategic planning.
To ensure equity in the distribution of Cultural Facilities Fund grants statewide, the panel may adjust award assignments at times on the basis of geographic distribution or other considerations, in order to fulfill the Fund's commitment to reach under-served communities.
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Grant Recommendations and Notifications
Recommendations from the review panel will be submitted to the Cultural Facilities Fund Advisory Committee. Recommendations of the Advisory Committee for grant awards will then be presented to the Board of MassDevelopment. MassDevelopment will have final authority on all grant decisions. Grant notifications will occur shortly after awards have been approved. MCC staff will also be available to provide follow-up information and panel comments after the grant notifications have been sent.
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Legal and Other Requirements
Access Policy
MassDevelopment and the MCC encourage applicants from all segments of the state's communities in order to encourage diversity in the cultural life of the Commonwealth. In accordance with state law, Massachusetts cultural organizations may not discriminate in their programs or staff and board membership on the basis of race, gender, religion, creed, color, national origin, disability, sexual orientation, or age.
Organizations funded under this program must make reasonable accommodations to ensure that people with disabilities have equal physical, programmatic, and communications access as defined by federal law.
Reporting Requirements and Grant Cancellations
All funded organizations are required to submit a yearly report on activity during the term of the grant period. MassDevelopment reserves the right to withhold, reduce, or cancel grants if an organization:
- Misses deadlines for grant reports;
- Does not notify MassDevelopment and the MCC of significant changes in programs, services, or significant changes in personnel;
- Fails to comply with the terms of the Grant Agreement;
- Is unable to raise or expend the required cash match;
- Demonstrates inadequate financial management and oversight;
- Does not properly credit MassDevelopment and the MCC.
Conflict of Interest
To ensure that all review panels are free from conflicts of interest and the appearance of such conflicts, review panelists are required to disclose any past, current, or prospective affiliation they or their immediate family members may have with an actual or potential applicant. "Affiliation" applies to employment, board memberships, independent contractual relationships, advisory or policy relationships, substantial contributor relationships, and other financial relationships. In addition, panelists are required to disclose any past or current adversarial relationships with actual or potential applicants of a professional or personal nature.
Acknowledgment of Funding
Grant recipients are required to credit MassDevelopment and the Massachusetts Cultural Council in all print, audio, video, and internet materials, and all publicity materials (such as press releases, brochures, posters, advertisements, and web sites). Detailed information will be provided in the contract package mailed to grantees.
Documenting Your Programs
MassDevelopment and the MCC may feature the work of some funded organizations in their publications and Web sites. Photographs are welcome. Please send images to the MCC, ATTN: Communications Coordinator or e-mail to rob.watson@state.ma.us. (Digital submissions are preferred-300 dpi resolution and approximately 4" x 6" print size.) For each image you submit, please include the name of your organization and a description (including identification of individuals prominent in the picture). Include photographer credits, if appropriate, and the dates the images were taken.
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