HISTORIC RECOGNITION GRANTS PROGRAM MANUAL FOR FISCAL YEARS VERSION 1.0

Transcription

1 HISTORIC RECOGNITION GRANTS PROGRAM MANUAL FOR FISCAL YEARS VERSION 1.0

2 GENERAL INFORMATION... 2 Introduction... 2 Eligiblity... 2 Eligible Applicants... 2 Eligible Projects... 3 Ineligible Applicants and Projects... 5 Funding... 6 Project Expenses... 7 Review Process & Criteria... 8 Grantee s Responsibilities Grant Cancellation INSTRUCTIONS FOR COMPLETING THE APPLICATION Accessing the Grant Application Requesting an Account Logging in & Filling Out a Grant Application Pre-Application Final Application Step By-Step Application Sections Required Attachments Additional Information PROJECT GUIDELINES Collections Care & Management Collections Care & Management: The Application Interpretive Programs, Public Education and Publication Interpretive Programs, Public Education, and Publication: The Application Heritage Tourism Heritage Tourism: The Application National Register & Local Designation National Register & Local Designation: The Application Historic Preservation Planning Historic Preservation Planning: The Application Historic Preservation Survey, Inventory, & Evaluation Historic Preservation Survey, Inventory, & Evaluation: The Application APPENDIX A Background APPENDIX B Financial Requirements, Reports, & Records APPENDIX C Supplement vs. Supplant APPENDIX D Definitions APPENDIX E Procurement Process & Public Notice Requirements APPENDIX F Critical Review Letter

3 GENERAL INFORMATION INTRODUCTION This manual provides information about the Historic Recognition Grants Program, funded by the Clean Water, Land and Legacy Amendment to the Minnesota Constitution. The program s goals are to preserve, recognize, and promote the historic legacy of Minnesota, with a focus on commemoration of Minnesota s role in the American Civil War. ELIGIBLITY The grant program appropriation sets the general parameters for applicant and project eligibility. The appropriation specifies funding for a competitive grants program to provide grants for projects carried out by nonprofit organizations or public entities that preserve, recognize, and promote the historic legacy of Minnesota, with a focus on commemoration of Minnesota's role in the American Civil War. The grant program requires eligibility in two ways: (1) the applicant needs to be eligible and (2) the project needs to be eligible. The applicant and project must both be eligible prior to submitting a preapplication. Grant projects must be ready to begin once the grant is awarded. This includes having received any applicable permissions from the applicant s board or governing entity. In addition, the applicant must have legal authority to implement any portion of the project affecting real property or collections not under their ownership or control. The applicant will be required to demonstrate a long-term, enduring benefit to at least one of the following priorities, delineated by the Governor s Civil War Commemoration Task Force: Explore reconciliation efforts concerning the U.S.-Dakota War of Inform and inspire the next generation of teachers, scholars, students, and reenactors. Preservation of existing Civil War statues and monuments dedicated to units, regiments, or other groups and located throughout the state in public squares, parks, cemeteries, schools, courthouses, and other popular gathering spots. ELIGIBLE APPLICANTS All applicant organizations must reside in the state of Minnesota. Nonprofit 501(c)(3) organizations. Organizations must be IRS compliant (check your status with Guidestar) when requesting an account and/or submitting an application (including pre-application). State and local government units Federally-recognized tribes Educational institutions 2

4 NONPROFIT 501(C)(3): Nonprofit/nongovernmental organizations recognized by the Internal Revenue Service as 501(c)(3) are eligible applicants. The Minnesota Historical Society grant records must document each applicant s eligibility for the grant program. It is the sole responsibility of the applicant to prove it is eligible. Failure to provide sufficient documentation of 501(c)(3) status will render a nonprofit applicant ineligible. Please note that only those churches, synagogues, mosques, etc. (hereafter churches ), recognized with formal 501(c)(3) status by the Internal Revenue Service (IRS) are considered eligible applicants. Some churches may be subordinate to a central church, such as a council, diocese, or synod. The IRS allows for Group Exemptions in IRS Publication According to this publication, any church acting as a central organization must possess 501(c)(3) status. Any church wishing to apply for Historic Recognition Grants Program as a subordinate organization must: Submit a copy of the Group Exemption letter. Provide the Federal Employer Identification Number of the central organization, and, if available, the Federal Employer Identification Number of the subordinate (applicant) organization. If the group exemption points to another document listing the organization as an official subordinate organization, a copy of that document must also be included. For example, the Group Exemption for the United States Conference of Catholic Bishops (covering all Roman Catholic Churches) points to enumeration in the Official Catholic Directory. A copy of the page in the directory showing the organization must be included. STATE AND LOCAL GOVERNMENT UNITS: Any subunit of government in the State of Minnesota is an eligible applicant, including but not limited to state agencies, state or local commissions, municipal governments, school districts, and other governmental agencies. Federal agencies are not eligible to apply. FEDERALLY RECOGNIZED TRIBES: Any of the 11 federally-recognized tribes or their subunits in Minnesota are considered eligible applicants. See the Minnesota Secretary of State s website for a list of eligible tribes. EDUCATIONAL INSTITUTIONS: Accredited educational institutions meeting the definition of educational institutions in the Internal Revenue Code are eligible. IRC Title 26, 170(b)(1)(A)(ii): an educational organization which normally maintains a regular faculty and curriculum and normally has a regularly enrolled body of pupils or students in attendance at the place where its educational activities are regularly carried on. (Title I (20 U.S.C et seq.) as amended.) Documentation of accreditation may be required. ELIGIBLE PROJECTS Projects must preserve, recognize, and promote the historic legacy of Minnesota, with a focus on commemoration of Minnesota s role in the American Civil War. If your planned project does not appear to fit into a category or you are unsure which category should be applied to your project, contact the Grants Office before submitting an application. Final product(s) must be held by a 3

5 Minnesota-based organization or institution. Keep in mind that these are guidelines, not a catalog of all possible projects. COLLECTIONS CARE & MANAGEMENT ELIGIBLE PROJECTS: Collections storage/rehousing project Conservation treatment project INTERPRETIVE PROGRAMS, PUBLIC EDUCATION, AND PUBLICATION ELIGIBLE PROJECTS: Phase I: Research and Writing Gathering research materials to lay the groundwork for solid history Drafting text for exhibits, books, websites, scripts for films, and more Editing to improve writing Graphic design and layout Research a Minnesota history-based public educational kit/curriculum for a community, school, or organization Phase II: Implementation Exhibits Films Historical markers Audio-visual presentations Tour brochures Host or plan a symposium, conference, program, or workshop in Minnesota Web development Develop mobile/web apps Interactive Technology Alternate formats Traditional publications Printing and distribution Non-traditional publications such as adding to existing websites Develop a Minnesota history-based public educational kit/curriculum for a community, school, or organization HERITAGE TOURISM ELIGIBLE PROJECTS: Heritage Tourism plans Wayfinding for historic resources Signage program for a historic district Regional Heritage Tourism website collaboration Walking and mobile tour development, docent training, and related podcasts Minnesota history-based walking and/or mobile tours and related podcasts Geocaching 4

6 NATIONAL REGISTER & LOCAL DESIGNATION ELIGIBLE PROJECTS: National Register nomination for an individual property National Register nomination for a historic district or landscape Multiple Property Documentation Form and National Register nominations for groups of thematically-related resources National Register nomination of an archaeological site or district, working from evaluation studies or other previous documentation Research and preparation of a Local Designation report for units of government with a Historic Preservation Ordinance and established Historic Preservation Commission HISTORIC PRESERVATION PLANNING ELIGIBLE PROJECTS: Develop a historic context study through analysis of the community's history Prepare a preservation plan for an archaeological historic district Develop architectural design guidelines for an official designated area (locally designated or National Register district) Create or revise a local preservation ordinance Develop a preservation plan for a community or write a historic preservation chapter for a city s comprehensive plan HISTORIC PRESERVATION SURVEY, INVENTORY, & EVALUATION Survey of historic properties in a defined geographic area Survey of a particular historic property type Phase I survey of an archaeological site Developing specific evaluation criteria for previously inventoried properties Evaluation of previously surveyed historic residential or commercial properties in a community that are 50 years of age or older to determine their eligibility for listing in the National Register of Historic Places Archaeological investigation sufficient to determine eligibility for listing in the National Register of Historic Places Evaluation of previously-surveyed historic properties to determine their eligibility for listing in the National Register of Historic Places INELIGIBLE APPLICANTS AND PROJECTS INELIGIBLE APPLICANTS Individuals For-profit corporations & organizations Federal agencies Fiscal agents (sponsors) All others not falling under "eligible applicants" INELIGIBLE PROJECTS 5

7 Projects that do not preserve, recognize, and promote the historic legacy of Minnesota with a focus on commemoration of Minnesota s role in the American Civil War. Projects that do not demonstrate a long-term, enduring benefit to at least one of the following priorities, delineated by the Governor s Civil War Commemoration Task Force: 1. explore reconciliation efforts concerning the U.S.-Dakota War of 1862; 2. inform and inspire the next generation of teachers, scholars, students, and reenactors; and/or 3. preserve existing Civil War statues and monuments dedicated to units, regiments, or other groups and located throughout the state in public squares, parks, cemeteries, schools, courthouses, and other popular gathering spots. Eligible applicants are ineligible to apply for grants if the applicant has outstanding, overdue final reports or products on any previous Minnesota Historical Society grant and/or owes grant funds back to the grants program(s) that have not been received by the Grants Office. FUNDING The type of project determines the size of the grant, the application procedure you must follow, and the review process for your application. Match is not required but is encouraged. Recommendation: Carefully consider each step and the cost of each step. Once costs are determined, that is the right time to pursue funding solutions. GRANT LIMITATIONS The amount request cannot exceed $100,000. GRANTS (UP TO $100,000) Grants are competitive and undergo a rigorous application and review process. Grants are administered in accordance with negotiated terms of a grant agreement appropriate to the project needs. Projects funded should be completed within 6-18 months. There will be one grant round (preapplication and final application) offered. The application process will take approximately 5 months, with award notifications sent out approximately 12 weeks after the final application deadline. FUNDRAISING & MATCH A funding match is not required. Match, however, is always encouraged; in fact, it is listed as an additional criterion for evaluating grant applications. Demonstrated match is one indicator of local buy-in and commitment to a project. A match also demonstrates a community s investment in seeing a project through to completion. The presence of a local match for larger grants can be a measure of your organization s capacity to carry out your project and of your project s long-term sustainability. Having match can be a tiebreaker in particularly competitive grants rounds. Recommendation: If your organization plans to conduct a fundraiser as match for the project, the fundraising effort should be substantially completed prior to application. Your organization should have the match in-hand at the time of application. Fundraising illustrates an organization's, and a community's, support and engagement in a project. Successful grant applicants begin fundraising efforts well in advance of applying for a grant and are able to quantify the funds collected to date at 6

8 the time of application. The Historic Recognition Grants Program offers applicants a way to bridge the gap between fundraising achieved to date and actual project budget. PROJECT EXPENSES The Constitutional Amendment and Legislative Appropriation language specifically state that grant funds may NOT be used to substitute for traditional funding sources your organization received in the past. Expenses considered ineligible under other Society grants programs are typically ineligible under this program. WHAT IS FUNDED Eligible costs include, but are not limited to: Subjects that directly connect to Minnesota history with a focus on commemoration of Minnesota s role in the American Civil War Federal GSA rates for mileage, travel, and per diem costs See category descriptions for additional costs related to specific projects WHAT IS NOT FUNDED Any ineligible costs included in an application will be removed from consideration as part of the approved budget. Ineligible costs include, but are not limited to: Subjects that do not have direct connections to Minnesota history Work not meeting professional standards appropriate to the project category Administrative expenses General organizational operating costs Maintenance or deferred maintenance expenses (e.g., painting, woodwork refinishing, or other small-scale upkeep work of an aesthetic nature) Paying current full time staff (see Appendix C) Equipment purchases except when necessary and reasonable to carry out project objectives Expenditures incurred before the beginning dates or after the ending dates set for the project by the Minnesota Historical Society. These dates will be stated within the executed grant contracts. Project activities begun before the beginning date of the project, or completed after the end date of the project. These dates will be stated within the executed grant contracts. Indirect cost rates or percentages, including those allowed under certain federal grants programs Costs and projects related to compliance with state and federal laws related to historic preservation (e.g., Section 106 of the National Historic Preservation Act, the Minnesota Historic Sites Act, the Minnesota Field Archaeology Act, etc.) Costs to prepare applications for the state and federal tax incentive programs Funding for re-granting programs operated by an applicant or others. All projects awarded must directly benefit the public through the grantee, who is held responsible to the Minnesota Historical Society for the use of funds. Applicants should instead consider a cooperative project. Grant writing and grant administration fees, including writing and submitting condition reports, milestones, and/or the final report Any item not listed in the approved budget (unless written permission is received from Grants Office prior to expenditures) Creation of new monuments, sculptures, murals, or other works of art 7

9 Reproducing markers and other materials without revising texts for modern audiences Projects involving new construction or redevelopment of historic properties, including construction of new buildings or monuments, additions to historic buildings, projects to remodel or modernize the interior of historic properties, landscaping/site work costs, or the costs of moving a historic building. Conversion of materials into unacceptable Digital Data Formats Excavation of archaeological sites for the purpose of mitigation Ongoing costs of internet hosting service Ongoing program costs related to the grant project. These should be factored into the grantee s long-term plan and budget for project sustainability. Extended service warranties or ongoing annual service contracts Development of web presence that serves only as a brochure or web-based store for the organization Royalties paid to authors from the sale of publications Legal fees Projects with scopes of work similar to those previously funded through MNHS grant programs, unless justification is provided REVIEW PROCESS & CRITERIA The Historic Recognition Grants Program is a competitive process involving application review by Grants Office staff, peer reviewers, the Grant Review Committee (GRC), and the Minnesota Historical Society s Executive Council. REVIEW CRITERIA The review criteria are drawn from Minnesota Statutes, language in the appropriation, and sound practices in administering grant programs with public funds. In addition, the Governor's Civil War Commemorative Task Force determined project priorities in collaboration with Minnesota Historical Society. See Appendix D: Definitions for more information Evaluation of grant applications is based on whether your proposal: Is complete Meets the financial reporting Meets eligibility requirements requirements of MS 16B.98 for Grants Is a project Management Supplements, not substitutes for, Has a realistic budget traditional funding sources Can be completed on time, within the Follows appropriate professional required time frame standards Produces measurable outcomes Fills a demonstrated need Incorporates public benefit and access Creates a publicly-accessible product of Is sustainable enduring value The applicant needs to demonstrate a long-term, enduring benefit to at least one of the following priorities delineated by the Governor s Civil War Commemoration Task Force: Explore reconciliation efforts concerning the U.S.-Dakota War of 1862 to explore this period from multiple points of view. 8

10 Inform and inspire the next generation of teachers, scholars, students, and reenactors. Preservation of existing Civil War statues and monuments dedicated to units, regiments, or other groups and located throughout the state in public squares, parks, cemeteries, schools, courthouses, and other popular gathering spots. Additional Considerations: The applicant s demonstrated capacity to complete the project Significance of the resource Partnerships Match Pre-planning work completed Follow through of prior planning recommendations Statewide distribution of projects in applicant pool Number of open grants for a given applicant Number of previous grant awards to a given applicant In general, applicants in good standing concerning all previous Minnesota Historical Society grants awarded may have more than one open grant at any given time. Consideration will be given to the capacity of the applicant, including the number and amount of grants currently open from all Minnesota Historical Society grant programs, past grant performance, and the financial capacity of the applicant. Additional consideration is given to how closely the project proposal follows the organization s current planning documents, plans, assessments, and reports. Applicants within a parent-subordinate organizational structure where the parent organization must be the applicant of record (e.g., schools or departments within a university system), will be considered based on the capacity of the subordinate level (e.g., the school or department rather than the university system). REVIEW PROCESS Eligible pre-applications are reviewed by Grants Office staff and other Minnesota Historical Society subject area experts. Constructive feedback will be provided to the applicant in order to strengthen the final application. Final applications are reviewed by Grants Office staff and other Minnesota Historical Society subject area experts. Final applications, along with reviewer comments, are then sent to the Grants Review Committee (GRC) for consideration at a public meeting. You will receive advance notice of the meeting and will be invited to make a three-minute presentation supporting your application. Such presentations are not required; your application will be given full consideration whether or not you make a presentation. Based on their evaluation and the review criteria, the GRC recommends approval or denial of each application and forwards their recommendations to the Minnesota Historical Society Executive Council for final action. You will be notified of their decision in writing. In some cases, special conditions may be required on approved projects; the conditions will be outlined in your grant contract. Once awarded, grants are subject to increased fiscal oversight and ongoing monitoring by Grants Office staff. Award and denial notifications are sent out approximately 12 weeks after the final application deadline. 9

11 GRANT CYCLE One-time availability in the Winter 2016 Grant Cycle January 15, 2016 March 3, 2016 April 21, 2016 July 1, 2016 Pre-application due date (draft/initial application) Final application due date Grants Review Committee meeting to make recommendations Project start date Please Note: Approval of an application by Grants Office staff or the GRC does not constitute formal comment on a project under either the state or federal rehabilitation tax credit review process and does not fulfill review requirements pursuant to Minnesota state statute 138 or section 106 of the National Historic Preservation Act. GRANTEE S RESPONSIBILITIES After a grant award has been approved, your authorized officer/representative(s)/property owner must sign a grant agreement (contract) outlining the terms and conditions of the award. The document specifies an authorized project start date, end date, and approved project budget. In some cases the dates and budget will differ from those presented in the application. It is important that the project director reads the grant contract carefully to understand any conditions placed on the grant award. The grantee must abide by the following regulations: The Grantee must agree to abide by the requirements of MS 16B.98 for Grants Management. Changes to approved projects must be in writing and require approval from the Minnesota Historical Society. All publicity releases, informational brochures, public reports, publications, and other public information relating to approved projects must acknowledge assistance from the Arts & Cultural Heritage Fund. Acknowledgement language is included in the grant agreement. The Legacy Logo identifies projects funded by the Clean Water, Land and Legacy Amendment. Recipients of funds from the outdoor heritage fund, parks and trails fund, clean water fund, or the arts & cultural heritage fund should: o display the Legacy Logo on Legacy-funded construction projects o display the Legacy Logo on printed, online, and other materials funded with money from one or more of the funds o use this general acknowledgment: "This project has been financed in part with funds provided by the State of Minnesota through the Minnesota Historical Society from the Arts & Cultural Heritage Fund." For all projects where history will be communicated to the public, product(s) must carry the standard disclaimer: This [research, exhibit, publication, website, brochure, etc.] was made possible in part by the people of Minnesota through a grant funded by an appropriation to the Minnesota Historical Society from the Minnesota Arts & Cultural Heritage Fund. Any views, findings, opinions, conclusions or recommendations expressed in this [research, exhibit, publication, website, brochure, etc.] are those of the authors and do not necessarily represent 10

12 those of the State of Minnesota, the Minnesota Historical Society, or the Governor s Civil War Commemoration Task Force. The Grants Office staff will offer a post-award conference call after each grant round. This Q&A session will be offered to project directors and will cover a broad overview of the grant agreement, milestone/condition reports, project products, and final report requirements. This session will be mandatory for grantees that have conditions on their grants or that have had past performance issues with an MNHS grant. A final report must be submitted via the grants portal within 30 days following the assigned end date for the project. The report should describe all project activities and measurable outcomes, and must include a financial report providing complete documentation of expenditures of both grant funds and match, if applicable. Invoices or receipts must be uploaded with the final report. The budget table and financial documentation must match. If match is not documented in the final report, the grantee will not receive credit for that match. You must agree to hold harmless the Minnesota Historical Society and the State of Minnesota for any action, complaint, discriminatory proceedings or litigation of any kind whatsoever, in conjunction with the funded project. You must further agree to conform to the provisions of MS , which prohibits discrimination in hiring and/or contracting of labor by reason of race, creed, or color. Grantees and their contractors, vendors, and consultants are expected to act in an ethical and transparent manner in relation to all aspects of Minnesota Historical Society grant programs. All work and materials should be of good quality and long lasting. All work should be of highest standards and exemplify good professionalism. Grantees must abide by the Office of Grants Management Conflict of Interest for State Grant-Making Policy ( This policy takes precedence over an organization s conflict of interest policy. Grantees are responsible for the settlement and satisfaction of all contractual and administrative issues related to contracts entered into with vendors, contractors, or consultants. This includes disputes, claims, protests of award, source evaluation, or other matters of a contractual nature. Grantee must ensure that final product(s) are held by a Minnesota-based organization or institution and are publicly accessible. Grantee will hire professionals such as architects, consultants, engineers, historical researchers, etc. who possess the ability to perform successfully. 11

13 GRANT CANCELLATION Minnesota Historical Society (MNHS) has the responsibility to manage public grant funds in accordance with Minnesota Statutes, Federal regulations, the grant guidelines, and the grant agreement (contract). MNHS is also expected to administer grant programs honestly, objectively, and to public benefit. MNHS expects grantees to follow the stipulations, conditions, and approved budgets documented as stated in the grant agreement (contract). Grantees can expect MNHS to provide assistance if a grantee has questions about the requirements of the grant agreement and when there are unforeseen circumstances. MNHS has the right to withhold, cancel, or revoke in whole or in part awarded grants if a grantee or applicant: cancels, suspends, or significantly changes the scope and activities of a funded project fails to comply with the terms of the grant manual, contract, or agreement owes an overdue final report for a previously-received grant fails to complete the project in a timely manner demonstrates inadequate financial management or oversight Grantees that fail to respond to repeated requests to return signed agreements or contracts or fail to respond to repeated requests for required information will be given a 30-day notice prior to revocation of the grant award, in whole or in part, or cancellation of the grant agreement. Grantees that breach the terms of the grant agreement will be given proposed remedies to ensure successful completion of the project. These remedies may include revocation of portions of the grant award. 12

14 INSTRUCTIONS FOR COMPLETING THE HISTORIC RECOGNITION GRANTS PROGRAM APPLICATION Before you start to fill out the standard Historic Recognition Grants Program application form in the Minnesota Historical Society grants portal, familiarize yourself with the information contained in these guidelines. Check the General Information section and the appropriate project category section for required attachments. Incomplete applications cannot be considered for funding. The Grants Office only accepts grant proposals submitted through the grant portal. Grants Office staff are always willing to discuss your project with you as you begin planning. ACCESSING THE GRANT APPLICATION All of the Grants Office s grant programs are accessed and managed through an electronic system. Applicants access the system through the grants portal. Here the applicant tracks where applications are in the review process and has access to information about previous grants received. The portal allows applicants to save work on an application and come back to finish it later. The portal provides access to everything needed in administering a grant from the Minnesota Historical Society, from the pre-application stage through reporting on the completion of a project. Recommendation: The grants portal requires that all application fields be filled in prior to saving. If you get an error message when saving the grant application, DO NOT log out of the grants portal without correcting the error(s), or you will lose all of your work. Avoid this dilemma by saving the application with dummy text ; then go back in and replace with actual text. Remember to save often! Instructions and requirements for pre-applications, final applications, and required application attachments are located in the guidelines as well as in the grants portal. REQUESTING AN ACCOUNT In order to submit a grant application, you must have an active account in the grants portal. If you do not already have an active account, you will need to request one by providing basic information about the organization. Receiving an active account login can take up to two business days. Please allow sufficient time to activate your account and to draft an application for submittal. We recommend requesting an account no later than two weeks prior to the pre-application deadline. If your organization already has an account, disregard this step in the process. Your Full Name: Provide your name. Your Address: Provide a contact address, not a generic organizational . This will become the username of your login. Your Phone: Provide a daytime phone number. 13

15 Applicant/Organization Name: Provide the name of the organization proposing the grant project. Organization/Applicant Federal Employer Identification Number: Provide the federal employer identification (FEI) number of the applicant organization. Mailing address: city, state, country, and postal code: Provide the address of the applicant organization. Be sure that this address has a mail receptacle that is checked regularly so the US Postal Service can safely deliver grant award information and payments. Project title and Project summary: Provide a little background on the project. This is not the grant application, but helps us determine if you are seeking your grant from the correct funding source. Your summary should be no longer than a few sentences and should describe the project, not the organization. You can include an estimate of the project s timeline and expected duration. Amount requested: As this is not the actual grant application, the numbers do not have to be exact. However, give an estimate of the amount of funding sought, as this helps determine if you are seeking your grant from the correct funding source. Submit your request when you are finished. The Grants Office can take up to two business days to set up an organization s account. Once the Grants Office reviews your request for an account you will receive an either approving or rejecting your request, or requesting clarification or additional information. If approved, you will receive a username (your ) and a randomly-created password to access the grants portal. Save the login information in a safe place. LOGGING IN & FILLING OUT A GRANT APPLICATION When you log in to the grants portal, you start at the main menu where you will be able to create and track your grant proposal. This is also where you will file your conditions, milestones, and final report if your project is funded. Create a new application from the main menu by clicking on the "Create a Request" button. A number of grant application forms will be listed. This manual only provides information on filling out the Minnesota Historic Recognition Grants Program application form. To open a blank grant application form, click on "Create New Request" next to the name of the appropriate grant program. Save your work often to avoid losing it! If you click the Save button and you receive an error message, you must correct the error(s) and re-save your work. For example, applicants often make the error of leaving a required field blank. To avoid this error, make sure that there is at least one letter or word in each narrative field. If you get an error message at the top of the page after you hit the save button, it is usually because one of the narrative fields is still blank. When that message comes up, scroll down the page to find the blank field. It will be highlighted in red. If you do not correct the errors, the portal will not save your application. There is no way to retrieve an application once it is deleted. 14

16 PRE-APPLICATION A pre-application is a draft application using the Historic Recognition Grants Program form. It is critical that you complete the application as thoroughly as possible. The more specific you are in the pre-application, the better the advice from subject experts will be and the better able you will be to prepare a solid final application. In addition, you should also include the required attachments for the type of project you are submitting so they can be reviewed as well. Once you submit the pre-application, you will no longer be able to edit the draft. When the preapplication review is completed, Grants Office staff will comments to the project director named in the application. You will be able to edit the application once you receive the written comments. PRE-APPLICATION POLICIES A pre-application is required for grant requests. This provides an initial screening to ensure that your organization and the proposed project are eligible to receive a grant. Pre-applications must be submitted through the grants portal on the Historic Recognition Grants Program application form. Prior grant applications and past grant awards do not substitute for a pre-application. Pre-applications cannot substitute for project planning. FINAL APPLICATION After the project director receives the pre-application comments, you will be able to edit and revise the application before the final deadline. Do NOT delete the pre-application as this form will become the final application. Once your revisions are complete, be sure to submit the application. FINAL APPLICATION POLICIES A pre-application must have been submitted prior to the pre-application deadline in order for an applicant to be eligible to submit a final application. Final applications must be submitted through the grants portal on the Historic Recognition Grants Program application form. All application attachments must be uploaded to the appropriate part of the application form. Attachments sent via postal mail or will not be accepted. 15

17 STEP BY-STEP APPLICATION SECTIONS APPLICANT INFORMATION Applicant: The organization name that you entered in your original account request will automatically populate the Applicant field. Mailing Address: If your organization has multiple locations you can select the location from a drop down menu, otherwise the mailing address will be the one you entered on your account request form. The address will be abbreviated as headquarters on the application. Project Director: Select the name of the person with the applicant organization who has primary responsibility for the project and who will work with the Grants Office throughout the project's duration. The Project Director should be someone within the applicant organization. Vendors, contractors, consultants, and hired grant writers are not appropriate project directors. If the person s name does not appear in the list, contact the Grants Office with his/her full contact information. The majority of correspondence will be conducted electronically. Therefore, it is crucial to have an updated and valid address in the grants portal for the Project Director. Authorized Officer: Select the name of the individual legally authorized by the organization to conduct its business and accept grant funds on behalf of the organization. Vendors, contractors, consultants, and hired grant writers are not appropriate authorized officers. If the person s name does not appear in the list, contact the Grants Office with his/her full contact information. Applicant Organization Type: Select applicable description from the drop down menu. Applicant County: Select applicable county from the drop down menu. List the county in which the applicant organization is located. Governance/Board Members: List the names of all current board or governance members, separated by a comma. Example: Jane Doe, William Sparks, Susan White. PROJECT INFORMATION Project Title: Provide a succinct, but descriptive, title for the project in the space provided. Brief Project Summary: Provide a brief one-line narrative statement of the project's goals. Geographic Focus of Project: Select all counties that the project will affect or choose Statewide if the project includes the entire state. Highlight county desired on the left and select > to move the county name into right column. PROJECTS INVOLVING CULTURALLY SENSITIVE OBJECTS Many museums have examples of culturally sensitive objects in their collections. If a proposed project will involve such items, the applicant must consult with culturally affiliated or descendant communities about the project, and the intended use or treatment of the materials. Examples of culturally sensitive objects include artifacts or texts used in a spiritual ceremony or other ritual. Other examples include the Quran for followers of Islam, a family altar (XWM KAB) or shaman s altar in Hmong culture, the Torah for followers of Judaism, human remains, burial offerings, or other items within the purview of the Native American Graves Protection and Repatriation Act ( Culturally Sensitive Objects are not categorically excluded from Historic Recognition Grants Program, but in such a case the applicant must demonstrate that they have consulted about the proposed project with culturally affiliated communities, or describe how they will do so during the 16

18 course of the project. Please note that this requirement for consultation about culturally sensitive objects applies to items from all cultural origins. It is important to remember that the vast majority of objects in ethnographic or archaeological collections are not culturally sensitive. Furthermore, it is important for the history of all cultural groups to be appropriately represented in exhibits and museum collections across the state. Applicants should consider the nature and origins of items related to the proposed project, and determine whether they would meet a common sense definition of culturally sensitive objects. If needed, MNHS staff can provide advice to applicants about whether objects would be considered culturally sensitive. BUDGET INFORMATION Budget Line Items: This is a line-item budget. Line items are individual expense items designating expenses for a specific purchase or service. For example, the payment to a carpenter to install porch spindles would be one line item and the purchase of roof shingles would be another. Indicate whether each item will be charged to the grant amount or to one of the applicant match columns. Match is optional. If you are not claiming match as part of the project budget, all of your expenses will appear in the Grant Amt Requested column. The form will calculate the column totals automatically. This portion of the application serves as a foundation for your project s approved budget, which becomes part of the grant agreement. Do not submit the budget as a single line item with all costs added together. Be as detailed as possible. Do not upload a document showing a detailed budget in the Request Documents section of the application as a substitute for filling out this section of the application. If the budget form is incomplete, the application will be rejected. For each budget item start by clicking on the Green "+" button at the upper right of the "Budget Line Items" box, then: Budget Item: Enter a short but descriptive name. Do not enter a dollar amount. Budget Item Cost to be Paid by Grant: Enter the amount of the item to be charged to the grant award. Do not include decimals; enter whole dollar amounts only (no decimals). Cash Match for Budget Item: Cash match must be applied to a specific budget expense in the line item directly related to the project. Cash match for the project may be money in the applicant's accounts designated for the project, or it may be funds received from another source at the time the grant application is submitted. You cannot use "cash match" to describe the line item. Contingency is an acceptable line item for cash match that will be used if the project goes over estimated cost. Do not include decimals; enter whole dollar amounts only. Cash match is optional. Cash Match Source (if applicable): Provide the name of the source of the cash match. Funds from the State of Minnesota cannot be used as match. Cash Match Status (if applicable): Anticipated funds may be listed, but listing them commits the applicant to raise them for the project. Funds listed as anticipated should be relatively secure; keep in mind that one of the review criteria is the ability of the applicant to complete and carry out the proposed project. In-Kind Match for Budget Item Name of Person: Enter the name of the person providing the inkind time. In-kind match will largely include services provided by staff salaries (including fringe 17

19 benefits) and unpaid volunteers that represent actual work that will occur on the project. They cannot include general administration of the organization, grant administration, or audit costs. In-Kind Match for Budget Item Hourly Pay Rate: Enter the rate of pay of the person providing the in-kind time. Calculate the value of in-kind services according to the person s training/expertise and the work they provide for the project. If professional, technical, or clerical persons provide services in the area of their training/expertise for the project, calculate the value of their services at their usual hourly rate of pay. However, if the same people provide work outside of the area of their training/expertise, calculate the value of their services at In-Kind Match Hours (if applicable): Enter the number of in-kind hours the person listed above is anticipated to work on the project. In-Kind Match Amount (if applicable): This will calculate automatically based on the rate of pay and hours entered above. Click Create budget request button to save and return to the application. Amount Requested (use total from above): Enter the total "Grant Amt Requested" from the budget table. The Amount Requested line item should be the same number from the Grant Amt Requested column in the budget table. Match Offered: Enter the totals under "Total Match" from the line item budget. Example of detailed budget: Tips to remember: Fill in the Amount Requested and Match Offered fields below the budget form in the application. Make sure that these numbers match the numbers in the budget form. 18

20 Cash match is tangible. It corresponds to costs of actual purchases (e.g, the Materials line above). In-kind match is intangible. It corresponds to personnel costs for example, how much you would pay volunteers for the work they are doing; or, the amount of time put in by paid staff as part of their work day (figured by their regular rate of pay). Example of vague budget: Tips to remember: Use whole dollar amounts only. Do not enter decimals in your proposed budget. Cash match and in-kind match must be associated with a line item. Applicants cannot assign generic cash to a project. Do not include ineligible expenses in your budget ( Overhead line item). Ineligible costs will be removed from the budget by grants staff. How were the above figures determined? Describe how the budget was determined in the space provided. Include names of potential vendors from which you may purchase equipment or supplies. Describe how project personnel salaries and hours were determined. For any projects involving construction (including exhibits and the installation of markers), make sure prevailing wage used to determine the construction costs. 19

21 APPLICATION NARRATIVES Note: DO NOT exceed the character limit for your narrative responses to the application questions. Character limits include spaces. Check the guidelines for additional requirements for the specific category in which you are applying. Project Description Describe the specific purpose of your project, including its scope and goals. The project category guidelines will specify additional information required in completing this section. DO NOT exceed the 6500 character limit. Need and Rationale (select one) Select the need and rationale statement from the drop down menu that best fits the project. Need and Rationale This question addresses one of the review criteria: showing how a project fills a demonstrated need. What user needs does it address? Demonstrate demand for the project. How does this project fit into your current and future activities and, if applicable, those of your partner organization(s)? What research, activity, or conditions led you to decide that this project is a priority? If this project implements recommendations from planning or evaluation activities, or a survey or assessment, reference the document and upload a copy of the assessment report or your longrange preservation plan to the Request Documents section of the application. DO NOT exceed the 3250 character limit. Work Plan and Timetable Provide a detailed work plan and a schedule showing the sequence and duration of each task. If your project is divided into phases, what planning or testing have you done that demonstrates you can accomplish each phase in the time allotted? What planning have you undertaken to prepare for this project? Upload a copy of your phasing plan. Explain how the project will be completed within 12 months, not to exceed 18 months. The project category guidelines may specify additional information required in completing this section. DO NOT exceed the 4000 character limit. Project Personnel List those who will work on the project, their qualifications, and the specific tasks they will carry out. Explain any special training planned for those who will work on the project. If specialized training is required for staff or volunteers, how will it be acquired? Some of the work for grant projects is specialized and usually done by an outside professional. If professionals, contractors, or consultants will be hired for the project, what qualifications will they need? If vendors/consultants/contractors are already selected, it is critical the procurement (hiring) process meets the requirements of the grant program. Describe the process used. If a person from your organization will do some or all of the work, what work items will they complete and what are their qualifications and experience? Who will oversee your project and what are their qualifications and experience? Describe how grant funds used to pay for your organization s personnel will be supplemental (see Appendix C). See Appendix E for procurement requirements. DO NOT exceed the 4000 character limit. 20

22 NOTE: The Minnesota Legislature requires grantees and grantmakers to report on the number of jobs created through the Legacy Amendment. Taking into account your personnel and work plan needs for your project, estimate the following: the number of hours newly-hired project staff will work on the grant project the number of hours existing part-time staff will dedicate to the grant project If you are hiring outside consultants or contractors, or purchasing goods from a vendor, estimate the total number of consultants/contractors/vendors you expect to employ for the grant project. Do not enter the number of hours the consultants/contractors/vendors expect to work. Enter the totals in the appropriate boxes on the application form, or a zero if the information is not applicable. Enduring Value Describe why and how the outcomes and benefits of your project will have a lasting impact and value for your users or your organization. Describe why and how the project will: Explore reconciliation efforts concerning the U.S.-Dakota War of 1862 to explore this period from multiple points of view, Inform and inspire the next generation of teachers, scholars, students, and reenactors; and/or Preserve existing Civil War monuments and markers DO NOT exceed the 3250 character limit. Sustainability Describe your capacity to carry on the work beyond the life of the grant. What impact on your organization s budget do you expect your project to have? DO NOT exceed the 3250 character limit. Evaluation Metrics Use the Evaluation Metrics Table to describe the project s impact and how you will evaluate its success. What effect will the project have on your organization, staff, volunteers, patrons, or local community (your audience)? How will you know if it was worthwhile developing this project? What standards are you measuring against? How will you analyze the results? Each project should have at least one short-term and one-long term goal. Any application without at least one evaluation metric will be considered incomplete. Complete the Evaluation Metrics Table. Similar to the budget, choose the green + in the upper right corner to add each evaluation metric. For each metric: Timeframe: Choose the timeframe from the dropdown menu (short-term, intermediate, or longterm). Expected Impact: Describe the impact of the project on your organization/community. Each impact must demonstrate a change in people s knowledge, status, or behavior. To be measurable, establish a way to survey when and how these changes occurred. Progress Indicator: Briefly explain how you will measure the impact the project has on your audience. Click Create Evaluation Metric to save. 21