2004-2005 montana cultural trust grant application

24 Pages·2002·1.6 MB·English

by  Montana Arts Council

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700.681
Allmct
2004“2005
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Montana
Cultural
Grant
Trust
Application
Deadline August ^002
1,
Special Project
Special Project-$4,500 or less
Capital Expenditure
State of Montana programs are available to
all Montanans. Upon request, an alternative
ACCESSIBLE FORMAT WILL BE PROVIDED.
MONTANASTATELIBRARY
3 0864 1001 5369 4
TABLE OF CONTENTS
Cultural Trust .1
Cultural Trust Grant Programs .2
Evaluation Criteria .4
Committee Considerations .4
Eligibility .5
Matching and Other Requirements .6
How To Apply .7
Application Form Definitions .8
Budget Definitions .9
Sample Budget Detail 10
Assurances .11
Grant Payment/Report Requirements . . . .11
What to Mail Check List 12
Montana Cultural TrustApplication Form 13
Special Projects Budget Form 15
Operational Support Budget Form 16
Capital Expenditures Budget Form ,17
Feedback Forum 19
For More Info ,20
Cultural Trust GrantsAwarded 2002-2003 Inside Back Cover
Cultural
CULTURAL AND AESTHETIC
PROJECTS ADVISORY Trust
COMMITTEE
As of February 2002
Appointed by the In 1975, theMontana Legislature setaside a percentage of
Montana Arts Council: the Coal Tax to restore murals in the Capitol and support
other 'cultural and aesthetic' projects. This unique
Judy Ericksen, Chairman, Great Falls funding source is a Cultural Trust, with grant money
Mark Browning, Miles City allocated every two years. Grant funds are derived from
the interest earned on the Cultural Trust and, in 2004-
Marilyn Delger, Bozeman 2005, from the General Fund.
Larry Pirnie, Missoula
In 1983, the Legislature established a Cultural and
Jim Taylor, Missoula Aesthetic Projects Advisory Committee with 16
members, half appointed by the Montana Arts Council
Charles Tooley, Billings
and half by the Montana Historical Society. The
Ann Miller, Billings committee reviews all grant proposals and makes
funding recommendations to the Legislature, which
Judy Browning, Helena
determines who will receive grant funds. The Montana
ArtsCounciladministers theprogram for the Legislature.
Appointed by the
CRANT CATECORIES
Montana Historical Society:
Applicants may apply for a grant in one of the grant
John Brumley, Havre
categories outlined on the next two pages. Application
Ellen Crain, Butte forms are included at theback of this packet. Please read
Walter Fleming, Bozeman the instructions carefully. (Challenge grant applications
for Endowment Development are available upon request
Deirdre Shaw, West Glacier from the Montana Arts Council.)
Jeff Shelden, Lewistown
Janene Cavwood, Missoula PROJECTS
Ke\'in Kooisfra-Manning, Billings Applications must be for cultural and aesthetic projects,
including but not limited to the visual, performing,
literary and media arts, history, archaeology, folklore,
Serving for the archives, collections, research, historic preservation and
the construction or renovation of cultural facilities.
Montana Committee
Applications are encouraged for projects serving rural
for the Humanities: communities, racial and ethnic groups, the disabled,
institutionalized populations, youth and the aging and
Mark Sherouse, Missoula projects addressing the role of women in Montana's
cultural life.
If you have questions. Call the Montana Arts Council [phone] or e-mail at [email protected]
Cultural Trust
Special Projects
1)
These grants are for specific activities, services or Applications to Establish Annual Regrant
events of limited duration, the expansion of ongoing Programs
programs or for organizations to meet defined needs, In 1993 the Montana Legislature approved an
or generation of new sources of revenue. initiative to develop annual regrant programs to
serve all-volunteer or minimally staffed cultural
The Citizens Advisory Committee is particularly groups in small rural communities. The program
interested in reviewing applications which: was created because applications from rural
1. Advance the arts in Montana; communities comprise a minority of requests and
2. Challenge traditional perceptions of Montana receive a lower percentage oi Cultural Trust funding
history; than do those from more populated communities.
3. Provide new models for organizations, The Legislature also thought that a shorter planning
management or collaboration. timeframe (annual vs. biennial) would increase the
opportunity for organizations in rural communities
Applications That Generate that are greatly dependent on volunteer
New Sources of Revenue administration to access these grant funds. It is
anticipated that applications for regrant programs
The Legislature may require that grant funds be
will generally be submitted to the LegislaL ;re by
repaid from initial earnings of the project and that
statewide cultural service organizations.
the Cultural Trust receive a royalty from future
These annual regranting programs would
revenues.
generally serve communities of under 7,500 people.
Each regrant made to organizations in these
Applications That Request Support for
communities would be limited to a maximum of
Arts and Cultural Education Projects
$2,500 and fund only special projects or small capital
Funds from the Cultural Trust may be requested expenditures.
to support projects that: It is the intent of this program to increase the
• enhance existing arts and cultural programs amount of money available to small communities.
• take a new direction or begin a new program Therefore, organizations administering regrant
• are innovative programs are encouraged to accept responsibility for
• serve as models raising additional funds to augment the moneys
• address multi-cultural aspects of the arts or available to rural groups.
• seek to form and support long-term Regrants may be competitive or made on a first-
partnerships among arts organizations, non- come, first-serve basis and must be matched on the
arts organizations, community groups and local level.
schools. The re-granting organization must also
demonstrate an ability to administer the application
Although the legislature encourages applications and review process. It is anticipated that either
for arts and cultural education projects, they will professional salaried staff or contracted service
NOT
support projects created to: personnel will be required to administer a regrant
• meet school accreditation standards or other program. The cost of administering any regranting
mandated requirements or program should not exceed 10 percent of regranted
• supplant other funds for current or ongoing funds.
programs operated by schools, colleges or
universities.
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Grant Programs
Special Projects Capital
2) 4)
Requesting Expenditures
$4,500 OR
Less
These grants are for additions to a collection or for
acquisition of works of art, artifacts or historical
documents; historic preservation; or the construction
These requests may be submitted by or renovation of cultural facilities. Applications must
organizations that are all-volunteer or employ no include renderings, working drawings or
more than one half-time person and are well suited photographs of the facility to be renovated,
for small requests and for groups with little grant- improved or constructed or the artifacts or artwork
writing experience. to be acquired. No more than 25% of the total gran*^
funds appropriated by the Legislature may be used
for capital expenditure grants.
Operational
3) NOTE: Seepage 6 ifthegrantrequestapplies to
prehistoric orhistoricproperties.
Support
..
Challenge
These grants are for cultural institutions that have 5)
been formally organized for at least two years with
an ongoing program and generally with paid Crant for
professional staff.
NOTE: Operational supportgrants are not intended to - 4-^
Endowment
reduce the applicant'sfund-raisingefforts orsupport
program expansion.
Applications for operational support may also be
Development
considered in special circumstances including:
• The development of emerging cultural
institutions - groups in the early stages of
growth that otherwise meet the requirements Forms are available under separate cover. Please
for this category; call the Montana Arts Council at [phone] or e-
• Organizations with no local funding base; mail: [email protected].
• Organizations serving the entire state or a
significant region of the state;
• Well-managed and established organizations
confronting emergency situations (unforeseen
circumstances that have a major effect on the
organization and call for immediate action);
• Organizations recognized as essential to
Montana's cultural life because of excellence of
programming and length of service;
• Organizations providing a high ratio of cash
match to their grant request.
Montana Arts Council, P.O. Box 202201, 316 N. Park Ave., Suite 252
MT
Helena, 59620-2201, Fax: [phone] or e-mail: [email protected] 3
Evaluation ICommittee
Criteria BConsiderations
Funding recommendations will he based on Committee recommendations to the Legislature,
these considerations: when taken as a whole, will also address these
QUALITY OF THE PROJECT considerations:
• Do the benefiting organization and its staff CEOCRAPHICAL DIVERSITY
and/or volunteers have the technical, artistic The grants recommended should assist the entire state.
and administrative abilities and experience to
complete and implement the project within the CULTURAL DIVERSITY
grant period? The grants recommended should reflect and
• Is the project creative, innovative, practical or affirm the need for cultural and aesthetic projects
beneficial? and the unique perspective, skills, talents and
• If the project will affect prehistoric or historic contributions of all Montanans. They also should
properties, what is the evaluation of the project provide enrichment to the population at large. These
by the State Historic Preservation Office? projects encourage opportunities for all Montanans
CULTURAL IMPACT OF THE PROJECT to create, participate in and appreciate the wide
range of cultural and aesthetic activities regardless of
• Will the project contribute to or improve the age, sex, race, ethnic origin, income, physical and
cultural development of the service area mental ability, or place of residence.
(community(ies), county(ies), region or state)?
PROJECT DIVERSITY
• Does the project address an identified need
within the service area? The grants recommended should serve a variety
• Will the project establish or augment an activity of interests and disciplines, including:
or service? • Local communities or counties, multi-county
• Are the project's goals within the resource regions and the state.
capability of the organization and is there a
• Single sponsors and those that represent
reasonable likelihood the goals will be attained
coalitions of organizations.
within the grant period?
• Will the project benefit and be accessible to the FUNDINC DIVERSITY
public? The grants recommended should represent a
COST FACTORS OF THE PROJECT range of funding levels.
• Is the applicant requesting special
project, operational, or capital
expenditure support? A NOTE FROM THE ARTS COUNCIL STAFF:
How
• Is the project cost-effective? We are working to reduce and streamline administrative processes for
will the funds be spent? Is the cost all grant programs.
reasonable? • We cannot accept support materials after the postmark deadlines.
• Is the relative level of local support
demonstrated by cash match from • Allbudget information, letters ofsupport, cmd other supplemental
materials must arrive by the postmark deadline.
local sources and/or donation of in-
kind goods and services? • TheArts Council willbe happy to do a preliminary review of
• Is there a mix of revenue sources for applications upon request toensure that all the necessary
ii^ormation hasbeen provided and thatbudget figures are correct.
the project? If the application is In order to accommodate all applicants, the Arts Councilwillbe
being made by or on behalf of an able to do this only ifmaterials are submitted to them no later than
organization that owns a cultural
July 14, 2002.
facility, what is the extent and type • Applications willbe provided to the Cultural and Aesthetics
of local governmental support? Committee members as submitted by the applicants.
• What is the project's potential to
• TheArts Cormcil will notbe able to telephone people for missing
stimulate other sources of funding
materials orbudget corrections.
or to become self-supporting?
The Arts Council has no decision-making authority overany
• What is the probability the project application. The agency only provides administrative services for
will be accomplished within budget the Advisory Committee and the Legislature.
and with available resources?
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Eligibility
APPLICANTS WHY DO APPLICATIONS REQUIRE
A GOVERNMENT SPONSOR?
Any person, association, group, or a governmental
agency, may submit an application for funding. When the Cultural Trust was originated in the
mid-70s, the Legislature determined that government
All applications must, however, be officially agencies or governmental departments should
sponsored by a governmental entity. This could be provide accounting and financial services to oversee
Montana state, county, city, town or Indian tribal these funds once granted to local organizations
governments. Examples of government sponsors are throughout Montana. At the same time, these
county art or historical museums, public libraries, governmental agencies also become more in tune
public educational institutions or school districts, with what is happening on the local cultural scene
state agencies, city arts commissions or parks and and just how valuable it is to the community and
recreation departments, and tribal cultural or state.
education committees. Documentation of
WHAT ARE TH OBLIGATIONS AND
governmental status is required. E
The government sponsor is the official applicant. RESPONSIBILITIES OF THE
It may itself seek funds, or it may sponsor the GOVERNMENT SPONSOR?
proposals of other persons, organizations, These are itemized on the signature page of the
associations or coalitions. It must have accounting grant application form. It states that the government
and financial services available and mustbear sponsor will provide financial and accounting
ultimate legal and fiscal responsibility for the project, services and be fiscally and legally responsible for
if funded. the completion of the project, if funded. Please see
NOTE:Itis the responsibility ofthose interested in page 14.
developingproposalsfor Cultural andAesthetic Project
grants to negotiate with thegovernment sponsorto make
application. TheMontanaArts Council will help identify
an appropriategovernmentsponsor.
Non-profit organizations with statewide programs
and/or services, or those serving a major region of
the state or with a statewide arts and cultural
constituency, may ask the Montana Arts Council to
serve as their governing unit and fiscal agent.
Organizations should not assume the Montana Arts
Council will serve this role. This service must be
requested and approved in writing before
submission of application.
^
Montana Arts Covincil, P.O. Box 202201, 316 N. Park Ave., Suite 252
MT
Helena, 59620-2201, Fax: [phone] or e-mail: [email protected] 5
Matching Other
and Requirements
MATCHINC FUNDS HISTORIC PRESERVATION PROJECTS
These are funds other than Cultural and Aesthetic Applicants proposing projects affecting prehistoric
Project grants allocated or received by the grantee or historic properties or on those covered by historic
during the two fiscal years of the grant period and preservation covenants shall:
used exclusively for the project receiving Cultural 1. Contact the State Historic Preservation Office
and Aesthetic Project grant funds. Documentation of (SHPO) to evaluate the possible impact on these
matching funds must be received by June 30, 2004. properties and appropriateness of plans (see
page 20).
SPECIAL PROJECTS UNDER $4,500 2. Provide SHPO with all relevant information
about the property and project plans.
SPECIAL PROJECTS
3. Include with the application a letter from SHPO
OPERATIONAL SUPPORT
outlining how the project can proceed in a way
Each grant dollar is to be matched with one dollar that preserves significant historic or prehistoric
in cash or in-kind goods and services. properties. No funds will be released until such
a letter is received by the Montana Arts Council.
CAPITAL EXPENDITURES
Each dollar in grants is matched with three dollars Moving Historical Buildings: Although
in cash or in-kind goods and services. understandable and justifiable in some instances, the
relocation of many historic buildings contributes
ALL APPLICATIONS SUBMITTED FOR significantly to the loss of Montana's priceless
COUNTY OR MUNICIPALLY OWNED heritage and warrants close scrutiny. Once moved, a
GOVERNMENT building most often loses its historical value; moving
FACILITIES:
buildings is viewed as a last resort in historic
1) For a cultural facility owned and operated by a preservation.
county or municipality to be eligible for a Cultural
Trust grant, the facility must receive financial support Native American Antiquities: As reflected by the
from that county or municipality. 2) For a cultural passage of such legislation as the Native American
facility owned by a county or municipality, but Graves Protection and Repatriation Act (NAGPRA),
operated by a non-profit organization, the facility professional museums and public agencies should
must have, at a minimum, in-kind support for the now be committed to treating objects and materials
facility from that county or municipality. important to Native Americans respectfully and, if
possible and as tribes request, returning such
materials for safekeeping to appropriate tribes.
Specifically, public historical and interpretive
facilities should actively be (a) understanding and
cataloging the full range of existing Native American
sacred objects, objects of cultural patrimony, human
remains, and associated and unassociated funerary
\\ objects, (b) communicating personally with tribes to
determine affiliation where possible, and (c) as
requested by tribes, committing to return and
repatriation of materials for which historical
affiliations and associations can be understood.
Under no circumstances is display of human remains
appropriate.
The NAGPRA law is very serious legislation.
Interpretation should be done with tribes and
qualified professionals.
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How
To
Apply
APPLICATION PROCEDURE FOR ALL NARRATIVE QUESTIONS TO ANSWER
CRANTS
Also see APPLICATION NARRATIVE at Left.
1. Read this application packet carefully to SPECIAL PROJECTS UNDER $4,500
determine the eligibility of your project. 1. Description. Please describe your project.
2. Call the Montana Arts Council ifyou are a first- 2. Purpose or goals. What will your project
time or previously unsuccessful applicant.
accomplish?
3. Isfidusebcnamtliitafyntdthheaedamapippnlpiircsoatptrriaiotanitveaengadorvmreaarnkngemeemtnehtnetnssepcowenisstsoharryto 43.. NEveaeldusa.tioWnh.atHnoewedwsilwlilyloyuoduertperromjiencet aifddthreess?
officials. (See page 5. results or outcomes have been achieved?
)
4. Assemble all historical, descriptive,
documentary and fiscal information needed to SPECIAL PROJECTS
complete the applications. CAPITAL EXPENDITURES
5. Make sure that you accurately estimate project OPERATIONAL SUPPORT
aKnndo/worwhoregraenirzeadtuicotniornesveinnueexpaennddietxupreensdictaunrebse. 1. Need. Describe why the project or operational
support is needed, other than financial reasons.
made. If a smaller grant amount than you How was this need determined?
requested is granted, you will need to provide a 2. Purpose or Goals. Describe what the project or
revised budget.
6. Have the application form signed by the organization will accomplish.
authorizing official of the government sponsor. 3. Major Tasks. Indicate the major tasks and when
Make sure that the official understands the they will be undertaken.
government sponsor obligations and 4. Publicity and Accessibility. Describe how you
How
responsibilities listed on the application. will publicize the project or organization.
7. Prepare the required application narrative will you ensure the project or organization's
described at right. program and/or services can be enjoyed by all?
8. Complete and include the checklist on page 12 5. Evaluation.
and make the required copies of the completed a. Special Projects and Capital Expenditure
form and support materials. applications should describe what results or
9. Send original and copies to: Cultural and outcomes will be achieved. How will you
Aesthetic Projects Advisory Committee, determine this?
Montana Cultural Trust, PO Box 202201, 316 N b. Operational support applications should
MT
Park Ave., Suite 252, Helena, 59620-2201. describe how the organization's progress
Please call the Montana Arts Council office ifyou toward its goals will be evaluated.
have any questions. 6. Applications for New or Increased Staff: How
POSTMARK DEADLINE will this position be supported after the grant
period? What new sources of funds must be
All applications must be hand delivered to the How
obtained? will your organization
Montana Arts Council offices or display a postmark
accomplish this?
ndeoaldaltienretihsaensAtaubgluissthe1d,b2y00l2awa,ta5:n0d0wPeM.areThuinsable to 7. Applications for Annual Regrant Program must
make any exceptions. It is recommended that inclAude the following in their materials:
applications be sentby certified mail, return receipt a. specific purpose for the grant program;
requested. b. An application procedure including
guidelines and review criteria;
APPLICATION NARRATIVE c. A review process; and
An
The application narrative will more fully describe d. evaluation process.
your project or your operations. It must not exceed 8. Applications that Generate New Revenue:
two single-spaced typewritten pages. Please do not Please provide a separate plan that:
use type smaller than 10 point or smaller than 12 a. Describes the product, service or enhanced
characters per inch. fund-raising activity;
Please select thegrant category under which you are b. Documents the need for such a project;
applying. As you type your narrative, please answer c. Delineates how it will be developed,
the questions asked at right. All questions must be marketed and financed;
addressed. d. Includes projected income figures.
Montana Arts Council, RO. Box 202201, 316 N. Park Ave., Suite 252 ^7
MT
Helena, 59620-2201, Fax: [phone] or e-mail: [email protected]
Form
Application Definitions
—
Check the appropriategrant categoryat the top oftheform on Statewide a project or part of a project
page 13for zvhich you are applyingforfunding. providing activities and/or services to the entire
state. The project maybe conducted by an
1. Grantee: The organization or group that will use the organization with a statewide constituency and
grant funds.
board of directors or a local or regional
2. Grant Title: A descriptive title ofthe project no longer organization making the project available
than seven words. This is the title your grant will
statewide.
always be called. —
3. Grant Amount Requested: From line 19 on the Regional a project or organization providing
budget forms. activities and/or services to adjacent counties or
4. Project Description: Many people find it easiest to Indian tribes in the same geographical area.
complete this after they have written their entire Local- a project or organization providing
application. This short paragraph will be given to the activities and/or services to a city, town,
Legislative committee reviewing your application and communi—ty, cotmty or Indian tribe.
will be the only written description they receive. Urban includes projects that serve the following
Please make sure it is clear, to the point, and that it cities: Billings, Bozeman, Butte/Silver Bow
completely describes your project. Use only the space County, Great Falls, Helena, Kalispell/Flathead
provided on the application form. Do not use type County, and Missoula.
—
smaller than 10 point or 12Acharacters per inch. Rural includes all communities OTHERTHAN
a. All Special Projects: brief description of those defined as 'urban'. Define as 'rural' those
activities that are the focus of the project.
A projects that serve counties containing urban cities
b. Operational Support: brief description ofthe
but that do not provide services to those cities.
grantee's programs, actiAvities and/or services. 16. Cultural Facility: Check the box that applies. A
c. Capital Expenditures: brief description of the
project. If the project is part of a larger project, cultural facility is a building or number ofbuildings
describe it also, please. operated significantly for the purpose ofpresenting
5. Are you a tax-exempt (501) (c) (3)? public programs and activities in one or more eligible
6. Are you a first-time applicant? projects. Ifnot applicable, skip to Number 20.
7-12.Income/Expenses: Report the total fiscal activity of 17-18. Ownership: Who owns and operates the cultural
the grantee. This includes general, operating, board- facility? Check the boxes that apply for each and write
designated, cash reserve, current unrestricted and the name ofeach.
DO NOT
restricted funds for operating purposes. 19. Support: Check the boxes that apply and specify the
include any funds not expended or budgeted for level(s) of support. If in-kind support is being given,
operating purposes, such as acquisitions, endowment, please specify the goods and services and their value.
fixed asset or plant, loan, and scholarship funds. Also, please specify the number ofmills appropriated
Please use the most appropriate department, division
for your cultural facility, if applicable.
or agLeansctyy.ear—Use actual expense and income 20. Indirect costs. If the applicant, such as a college or
figures for—your last fiscal year. university, has an indirect cost policy to defray
This year Use total actual year-to-date and overhead expenses and includes these costs in the
budget figures for the remainder ofyour current projectbudget, indicate ifthey are used as match or
fiscal year.— are intended tobe paid from the Cultural and
Next year Use budget figures for your next Aesthetic Project grant.
fiscal year. 21. Affect to Prehistoric or Historic Properties. Grantees
13. Number of Volunteers: The total number of proposingprojects that may affect prehistoric or
volunteers participating in the project. historic properties must seek an evaluation of the
14. Number of Individuals to Benefit: The total project from the State Historic Preservation Office
audience, participants, students, etc. (excluding (SHPO) and include a letter from SHPOwithyour
employees and/or paid participants) anticipated to application (see Eligibility, page 5).
benefit. Estimate for broadcasts or large pubhc events.
22-23. Assurances and Signature of Authorizing Official:
Estimate the directbenefit to the general population
and those with special needs, such as disabled or For an application tobe considered for funding, it
mustbe signed by the authorizing official ofthe
institutionalized populations, racial or ethnic groups,
youth or the aging. governmentsponsor, with the title ofthe authorizing
15. Project or Organizational Service Area: Estimate the official and the date the application was signed.
percentage ofproject expenditures directly serving the All Montana University and college units'
local area, regional area of Montana, or the entire state. applications need tobe signed by your Grants and
These figures should add up to 100%. Contracts officer.
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