HERITAGE PRESERVATION Legacy Grants Update GOOD THINGS TO KNOW GOOD PRACTICES TO FOLLOW

HERITAGE PRESERVATION Legacy Grants Update GOOD THINGS TO KNOW GOOD PRACTICES TO FOLLOW

INTRODUCTONS Participants The Grants Office is a unit in the Heritage Preservation Department Administrative Team (5) Content Reviewers (12) We are committed to assisting applicants/grantees throughout the grant process. 651-259-3497 or grants@mnhs.org

Participants will : AGENDA FOR TODAY learn the purpose of the grants program learn basic information on how to apply for a grant learn about MHCHG manual changes as a new version is released at the beginning of each biennium learn about MHCHG application changes for both the standard and structured forms have time at the end of the presentation for questions about applying for a grant

GENERAL INFO: Background Constitutional Amendment : Clean Water, Land, and Legacy Act Passed by Legislature in 2008 Session to include on statewide ballot Passed with 56% margin of all those voting in the statewide General Election in November 2008 May be spent only for arts, arts education, arts access; and to preserve Minnesota s history and cultural heritage. The dedicated money under this section must supplement traditional sources of funding for these purposes and may not be used as a substitute.

GENERAL INFO: Changes for the 5 th Biennium No change to funding level $11 million for 2018-2019 with $4.5 million for FY2018 and $6.5 million for FY2019 Fiscal Year is July 1 to June 30 Minnesota Historical and Cultural Heritage Manual Heritage Tourism is part of Interpretive Programs and Public Education sub-category General Application Instructions are in a separate manual Category standards have been reviewed and updated

GENERAL INFO: MHCHG Manual The manual establishes the requirements for the Minnesota Historical and Cultural Heritage Grants (MHCHG) program. The Constitutional Amendment article XI, section 15 State session law Minnesota Department of Administration's Office of Grants Management (OGM) grant management policies Minnesota Management and Budget (MMB) Programmatic requirements based on previous grant mechanisms, best practice, and applicable Standards. Programmatic requirements are developed or adjusted based on continuous learning, research, and emergent knowledge. Guidance from the Historic Resources Advisory Committee (HRAC). Program Evaluation by MN Office of Legislative Auditor

APPLICATION PROCESS: LARGE (more than $10,000) 1 2 DEVELOP Identify need Complete due diligence Pre-planning/design Create budget Identify all funds available Acquire start-up money Refine project Know grant requirements Contact the Grants Office with questions APPLICANT /GRANTEE TASKS Request online access to grant portal Write pre-application Complete required documentation Upload all required documents Submit pre-app 3 MNHS review PRE-APP PRE-APP REVIEW Suggestions/comments sent to applicant to strengthen proposal 4 Address MNHS comments Rework application Rework documentation Submit final application 5 FINAL APP REVIEW & AWARD Final App is reviewed by MNHS Peer Review of grants over $100,000 HRAC committee review HRAC public deliberations MNHS Board approval MNHS sends notification letters Agreements are mailed to Grantee 6 START PROJECT Grantee signs agreement, returns to Grants Office Start project immediately after notification letter (or full executed agreement) Open bidding (if not done) Grantee notifies office of change in scope or budget Grantee submits milestones /condition reports Final reporting MNHS GRANTS OFFICE TASKS

APPLICATION PROCESS: SMALL ($10,000 or less) 1 2 DEVELOP APPLICATION 3 4 REVIEW & AWARD START PROJECT Identify need Complete due diligence Pre-planning/design Create budget Identify all funds available Acquire start-up money Request online access to grant portal Write application Complete required documentation Upload all required documents Submit application Application is reviewed by MNHS and recommendations sent to MNHS Board MNHS Board review and approval of recommendations MNHS sends notification letters Grantee signs agreement, returns to Grants Office Start project immediately after notification letter (or full executed agreement) Open bidding (if not done) Refine project Know grant requirements Contact Grants Office with questions APPLICANT /GRANTEE TASKS RE-SUBMIT PROJECT PROPOSAL Rework proposal using comments from resubmit letter Contact Grants Office with questions Submit application Agreements are mailed to Grantee RE-SUBMIT COMMENTS Comments sent to applicant to meet grant requirements and strengthen proposal for re-submission Grantee notifies office of change in scope or budget Grantee submits milestones /condition reports Final reporting MNHS GRANTS OFFICE TASKS

DEVELOP: Eligibility To apply to this grant program, your organization (applicant) needs to be eligible; and second, the project needs to be eligible. APPLICANTS Nonprofit 501(c)(3) organizations Units of local or state government Tribal organizations Educational institutions Cooperative projects

DEVELOP: Eligibility PROJECT Activities to preserve significant Minnesota historic and cultural resources Fit within an established category Eligible projects fall into two main project categories: History projects OR Historic Preservation projects Eleven sub-categories Eleven structured sub-categories Meet professional history and historic preservation standards and criteria Enduring value and public benefit Have a distinct beginning and end with a product Measurable outcomes

DEVELOP: Eligible Projects History Projects: Sub-category Oral History Research & Writing Interpretive Programs & Public Education Publications Structured: Minnesota Encyclopedia Content Collections Care and Management Structured: General Conservation Assessment & Long- Range Preservation Plan Structured: Historical Organization Self-Assessment Using StEPs

DEVELOP: Eligible Projects History Projects: Sub-category Museum & Archives Environments Structured: Evaluation of Building Mechanical (HVAC) Systems Structured: Planning for Redesign of Museum Lighting Structured: Develop a Disaster Plan Digital Conversion & Reproduction Structured: Acquire Primary Resources on Microfilm Structured: Acquire Microfilm Reader/Printer/Scanner Structured: Bookshelf Structured: Scholarship to National Conference Hosted in MN

DEVELOP: Eligible Projects Historic Preservation Projects: Sub-Categories Structured: National Register Property Evaluation National Register & Local Designation Historic Preservation Planning Historic Preservation Survey, Identification, & Evaluation Historic Properties

DEVELOP: Funding Tiers and Deadlines Small Grants $10,000 or less July 14, 2017 October 13, 2017 January 12, 2018 April 13, 2018 2 nd Friday in July, October, January, and April Match is not required, but encouraged Large Grants More than $10,000 Mandatory pre-application: July 21, 2017 Final application: September 15, 2017 HRAC committee meeting: November 2-3, 2017 Dates vary depending on MN Legislative funding approval

APPLICATION: Two Forms MINNESOTA HISTORICAL AND CULTURAL HERITAGE GRANTS PROGRAM Is this a cooperative project? (Yes or No) Project Category (Choose Sub-Category) Have you already selected the proposed grantfunded vendor, consultant, and/or contractor? (Yes or No) Budget format Measurable Outcomes and Evaluation format STRUCTURED MINNESOTA HISTORICAL AND CULTURAL HERITAGE GRANTS PROGRAM Have you already selected the proposed grantfunded vendor, consultant, and/or contractor? (Yes or No) Budget format

APPLICATION: Required Attachments Financials for non-governmental entities with projects over $25,000 YES: 990, 990-EZ, audit, year end financial report NO: 990-N, budget, bank statement, balance sheet Sub-category specific requirements: Be sure to READ THE MANUAL! Example: Historic Properties requires a Scope of Work form and photographs. Example: Digitization requires metadata samples. Not including required material can jeopardize your application.

APPLICATION: GENERAL TIPS Projects are undertakings that require detailed planning are designed to accomplish prioritized goals or objectives have a purpose that supports the applicant's mission have a distinct beginning and end with a product One or two sentence answers are insufficient. Remember, this is a competitive grant program.

REVIEW & AWARD: Review Criteria Is complete Meets eligibility requirements Is a project Supplements, not substitutes for, traditional funding sources Follows appropriate professional standards Fills a demonstrated need Meets the financial reporting requirements of MS 16B for Grants Management Has a realistic budget Can be completed on time, within the required time frame Produces measurable outcomes Incorporates public benefit and access Creates a product of enduring value Is sustainable Demonstrates capacity to complete the project

START YOUR PROJECT: RESPONSIBILITIES Typically, 12 months to complete project Start your project as soon as you receive notification Procurement Requirement Do not hire a consultant, enter into a contract, or make purchases before receiving your notification letter. Prevailing Wage Keep good records Grantee must ensure the final products are held by a Minnesotabased organization or institution and are publicly accessible

START YOUR PROJECT: Completion Dates FY2018 Grant Rounds Application Submission Deadline by 11:59 pm Project Activity Start Project Activity End** Small July 14, 2017 October 1, 2017 October 1, 2018 Large July 21, 2017: pre-app September 15, 2017: final January 1, 2018 January 1, 2019 Small October 13, 2017 January 1, 2018 January 1, 2019 Small January 12, 2018 April 1, 2018 April 1, 2019 ** Extensions can be given up to the funding expiration date of June 30, 2019 or June 30, 2021 for Historic Preservation (construction) projects.

REFERENCE LINKS MHCHG Manual & Guidelines: http://legacy.mnhs.org/grants/grants-manual MHS Grants Portal http://mnhs.fluxx.io MHCHG General Questions: grants@mnhs.org 651-259-3497

QUESTIONS?