The application process for all grant programs is now
ONLINE ONLY
4:30 p.m. Deadline
Management Consulting Fund
Funds of up to $1,500 for small management consulting
projects designed to strengthen the management or
administration of arts groups or arts organizations
Grant Guidelines and Application
July 2015 – June 2016
Metropolitan Regional Arts Council 2324 University Avenue West, Suite 114
St. Paul, MN 55114 651-645-0402 fax 651-523-6382 e-mail: [email protected] website: www.mrac.org
MN Relay Service, dial 7-1-1 (or 1-800-627-3529)
This information can be made available in alternative formats. We also can help your group find a language interpreter to translate these guidelines. To accommodate your request, the Metropolitan Regional Arts Council will need at least 10 working days.
WHO MRAC SERVES
MRAC serves Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington counties. We work in urban areas as well as greater metropolitan communities. We serve formal and informal groups with annual expenses less than $400,000. Groups do not need to be classified as tax-exempt by the IRS in order to apply.
MRAC’S VISION FOR THE METRO AREA
MRAC’S MISSION
The Metropolitan Regional Arts Council increases access to the arts in 7-county
metropolitan area communities by providing information, organizational support and grants.
MRAC’S FUNDING SOURCES
As one of 11 regional arts councils in Minnesota, MRAC is funded by an appropriation from the Minnesota Legislature, the Legacy Amendment Arts and Cultural Heritage Fund, and by The McKnight Foundation.
WE’D LIKE TO GET TO KNOW YOU! Call us - 651-645-0402
Stop by the office
2324 University Avenue West, Suite 114 Saint Paul, Minnesota 55114
E-mail us - [email protected]
Check out our website - www.mrac.org
Sign up for our monthly e-newsletter at our
website www.mrac.org
WHAT MRAC OFFERS YOU Grant programs
Community Arts - up to $5,000 for arts activities in all disciplines.
Arts Activities Support - up to $10,000 for arts activities in all disciplines.
Arts Learning - up to $10,000 for arts learning activities in all disciplines.
Capital - up to $10,000 to purchase equipment and related supplies and services, or to make capital improvements.
Organizational Development Project - up to $10,000 for projects that strengthen the management or administration of nonprofit arts groups.
Next Step Fund Funded by The McKnight Foundation
up to $5,000 for professional artists in any discipline for the purpose of career development and artistic achievement.
Management Consulting Fund - up to $1,500 for small management consulting projects designed to strengthen the management or administration of arts groups.
Management Training Fund - up to $600 for staff and volunteers of nonprofit arts groups to attend management workshops, classes or seminars.
Emergency ADA Access Fund - up to $600 for unforeseen project or program costs to facilitate access for persons with disabilities.
Training, workshops and services
MRAC’S grant application workshops help applicants learn how to write a successful MRAC grant. MRAC’s training programs and workshops provide opportunities to enhance management skills. All activities are detailed on our website. MRAC’s website also provides links to resources of interest to MRAC constituents including PDF versions of most MRAC publications.
Advocacy
MRAC is committed to giving voice to the needs of small and volunteer arts organizations throughout the metro area.
Artists, arts organizations
and arts activities thrive
Public value of the arts is understood and acted upon by
community members, leaders and policy makers
Art is integrated into the social
fabric and identity of every
community
CONTENTS
PART I
GUIDELINES
Management Consulting Fund Program Description .... 2
Eligibility……….3
Program Requirements ... 4
Deadlines ... 5
Finding, Selecting, and Working with a Consultant ... 6
Before You Apply – Technical Assistance ... 7
What Happens After You Apply ... 7
Definitions ... ...8
PART II
GRANT APPLICATION
How to Apply ... 9
Completing the Online Application Form………...10
Management Consulting Fund Grant Application Narrative Questions ... 11
Additional Uploads ... 13
Attachment and Electronic Signature ... 14
2
PART I
GUIDELINES
Management Consulting Fund
Program Description
The Management Consulting Fund provides grants of up to $1,500 to cover consulting fees related to small projects designed to strengthen the management or administration of the group.
Projects must be bite-sized; articulating a focused project that is clearly within the scale and
scope of a small management project and makes sense given the group’s capacity (human resources, financial resources, time line, etc).
Projects must be learning oriented; engaging staff, the board of directors, or volunteers to
ensure that completed work results in organizational learning that the group can carry into the future. Projects must advance the mission of the group and have the potential for significant impact.
Projects may not be absent of the group’s engagement; projects where a consultant
provides a service without teaching or coaching organizational members does not meet the intent of this program. The group’s staff, board or volunteers should be adequately involved in planning and implementing the project.
What management skills are you acquiring through this consultation?
Management Consulting Fund grants may be used to conduct an assessment, resolve an issue or create and/or implement a plan in areas such as those listed below. This list is intended to help you understand the grant program’s purpose; it is not a complete list of eligible projects.
• Board governance (board development plan, board coaching, review of bylaws or policies)
• Organizational strategic plan (prioritizing organizational issues and capacity) • Access for persons with disabilities (completion of an ADA plan)
• Fund development (individual donor campaign, developing a fundraising plan) • Pre-planning for an Organizational Development Project (pre-planning for a major project; strategic planning, leadership succession, website re-design or a marketing plan) • Feasibility study for a capital campaign
• Evaluation and planning for website development
• Evaluation and advisement for technological needs (database, ticketing systems) • Developing focus groups, audience surveys, or evaluation tool
Eligibility
To ensure eligibility, all applicants are strongly encouraged to read these guidelines thoroughly and attend an MRAC application workshop.
Who does this program fund?
• Nonprofit arts groups with annualized operating expenses less than $400,000.
• Informal and/or unincorporated arts-focused groups and one-time arts projects with
expenses less than $400,000. Informal and/or unincorporated groups must apply using a fiscal sponsor, with the sponsorship agreement formalized on or prior to the deadline. The applicant group must have a board of directors or advisory committee that provides input on the project and oversight of the grant funds.
• Nonprofit, non-arts organizations with annualized arts programming expenses less than $400,000 are only eligible if they can demonstrate independent and sustained arts
programming (see definition, page 8). To determine eligibility, all non-arts organizations must
contact MRAC staff for written approval before applying.
Who does this program NOT fund?
• Groups that have an MRAC funded Organizational Development project already in process for the same management topic.
• Applicant groups located outside the seven-county metro area. Groups registered as a 501(c)(3) nonprofit in any state other than Minnesota are not eligible to apply.
• For-profit organizations. • Individual artists.
• Public, private, alternative, charter, or home schools (this includes school support organizations such as PTA’s PTO’s, school foundations, etc.).
• Community education units may not apply for management related grants or capital funds for their arts programs. However, a community ed. may serve as fiscal sponsor for an “independent and sustained” community arts group. Such groups are only eligible if they can demonstrate independent and sustained arts programming (see definition, page 8).
What does this program fund?
•
Consulting fees related to bite-sized management projects designed to strengthen the administration of the group. Projects must engage staff, board, or volunteers in a learning oriented process.What does this program NOT fund?
• Project expenses other than consultant fees (Retreat costs, software, fiscal sponsor fees, etc. must be paid from some other funding source).
• Continuation of an MRAC funded Organizational Development project already underway.
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Eligibility
(continued)What does this program NOT fund?
• Costs for travel to the state of Minnesota that are covered by the MRAC grant request. • Ongoing needs or activities that have been delivered in the same way and for the same purpose on an ongoing basis. Examples: production and distribution of an annual brochure; grant-writing.
• Requests for continuation of projects previously funded by this program, without significant justification of new need.
• Current staff (paid or volunteer) for work considered within the scope of your group’s usual and customary management.
• Capital improvements or construction, purchase of capital equipment, purchase of real property or endowments, debt reduction or cash reserves.
• Costs for fundraising events.
• Activities that engage in political lobbying serve the religious socialization of participants or discriminate against persons or groups.
Program Requirements
• Before submitting an application, your group must select the consultant and other personnel who will participate in the project.
• This grant program does not fund project expenses other than consultant fees. Fiscal sponsor fees, transportation, retreat expenses, etc. are not eligible expenses in this program. • If using a fiscal sponsor, the check will be made out to the fiscal sponsor, but mailed to the applicant’s organizational address.
• There is no cash match, and no project budget required for the Management Consulting Fund program. If the project cost exceeds the $1500 request amount, it is helpful to describe in the narrative how the group intends to fund the difference.
• If you are intending to apply for an Organizational Development grant that is in any way related to the work to be completed with this Management Consulting Fund project, the final report for the MCF project must be submitted and approved before the Organizational
Deadlines
Applications are reviewed on a monthly basis. Your application must be submitted within the online system by 4:30 p.m. on the last business day of the month. Grants will be considered in the following month.
Start Date/End Date
Start Date: Projects may not start until the first day of the month following the consideration
period. For example, if an application is submitted during the month of April, the panel will review it in May, and the project may not begin until June 1st.
End Date: MRAC does not prescribe an end date for any project. It is important that groups
plan on a sufficient timeline for project success.
How many Management Consulting Fund grants may a
group have at one time?
• Groups within the cities of Minneapolis and St. Paul may receive one (1) Management
Consulting Fund grant every MRAC fiscal year.
• Groups within the greater metro (Anoka, Carver, Dakota, Scott, Suburban Hennepin, Suburban Ramsey and Washington counties) may receive two (2) Management
Consulting Fund grants every MRAC fiscal year, however the first project must be completed before a new application will be accepted.
• Groups may have one Project Support grant, one Organizational Support grant, one Management Consulting Fund, and one Arts Learning grant during each MRAC fiscal year. To download a PDF of all MRAC grant deadlines, CLICK HERE.
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Finding, Selecting and Working with
Consultants
As your organization considers using a consultant, the organization must first take the time to be clear about what it wants and needs as well as what success will look like at the end of the
project. With this in mind, the following guidelines may be useful in selecting a consultant. • Clearly define your consulting needs: write a brief description of 1) the situation or
organizational challenge 2) your Management Consulting Fund project focus; and 3) general requirements for the consultant, such as years of experience or areas of expertise.
• Collect the names of potential consultants from others – colleagues from other arts or nonprofit groups, Springboard for the Arts, MRAC and your board members. You can also look at the resumes of consultants who have worked on past MRAC Organizational
Development projects.
• Select two or three consultants who best fit your situation, grant focus and requirements.
Selecting a consultant
• Call your selected candidates. To determine their interest and availability, briefly describe your group, situation, proposed project focus and timeline. Set up a short interview with each candidate to further discuss your project. Ask the consultant to send you a resume/biography and client list. (If your candidate is not available, ask for names of other consultants who might fit your needs.)
• Prepare for your consultant interviews. The Management Consulting Fund project leader from your group should prepare questions in advance and attend each interview.
• Check references for your final candidate(s).
• Make your selection. Consider not only experience, expertise and fee but also your ability to work well together.
• Work with your selected consultant to “fine tune” the project focus, agree on project definition and goals, and specify action items for a succinctly stated workplan.
• Create a well-designed project with clearly defined roles, responsibilities and outcomes.
Maintaining a good working relationship
• Sign a contract before you begin work. Include in the contract your grant application/work plan, payment schedule, evaluation checkpoints and the conditions under which you may cancel the contract.
• Plan on working many more hours than the consultant. To be effective, the consultant will need time – your time – to learn about your group and its issues. At least initially, the consultant is likely to increase your workload.
• Keep your expectations of yourself and the consultant realistic. Make certain that there is agreement on specific project outcomes.
Before You Apply – Technical Assistance
Staff Assistance
The program director for the Management Consulting Fund grant program is Shannon Forney, who can answer application questions and review draft applications prior to submission. She may be contacted at [email protected] or 651-523-6391.
Grant Library
Because MRAC re-grants public funds, submitted applications are public information. MRAC maintains a library of these grant applications and recorded panel discussions. Applicants are encouraged to review grant applications and panel discussions to enhance their understanding of the process and improve their applications. If notified in advance, your program director can identify the successful applications most relevant to your project.
Access To A Computer
The MRAC office will have at least one operable workstation for applicants with limited access to computers. Please contact MRAC to use this service 651-645-0402 or [email protected].
Website
Visit www.mrac.org to find additional information about MRAC programs, workshops and events, and to register for application workshops.
What Happens After You Apply
• MRAC staff reviews all applications for eligibility. Errors may reduce the size of your award or make the application ineligible. All late and incomplete applications are ineligible.
• Eligible applications are reviewed monthly by a panel of MRAC board and staff members. • The panel submits its recommendations to the MRAC board of directors, which makes the
final decisions on funding.
• Within 2 weeks of the panel review, all applicants will be notified of funding
determinations via email. If you want more insight on your grant’s review, you may call your program director for feedback.
• The board’s funding decisions may be appealed solely on alleged procedural errors.
There is no right of appeal based on the size of the grant awarded or on disagreements with the review panel’s assessment of your application. Appellants must request an appeal in writing within 30 days of notification of the board decision. Contact MRAC at 651-645-0402
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Definitions
What determines a project’s start date?
MRAC does not fund projects that are already under way. MRAC defines a project’s start date as the point at which the intended community is engaged, any items in the project budget have been expended, or financial and other commitments are made that set the project in motion (e.g. rehearsals begin, contracts are signed, marketing materials printed or
distributed). Because MRAC is a distributor of both a legislative appropriation and money from the Arts and Cultural Heritage Fund, and requires that all printed materials
acknowledge the legislature as a funding source, grantees must wait until award notification before printing and/or disseminating publicity materials. Please call MRAC if you are
unclear about whether MRAC would consider that your project has started.
What is a fiscal sponsor?
A fiscal sponsor is a nonprofit, tax-exempt organization that receives MRAC grant monies and manages the financial aspects of the project on behalf of a group that does not have tax-exempt status. Your fiscal sponsor must be a 501(c)(3) registered in Minnesota; it may be an arts or social services organization. Schools, city or government agencies may also serve as a fiscal sponsor.
What is an EIN?
An Employer Identification Number (EIN) is also known as a Federal Tax Identification Number, and is issued by the IRS.
What is an ADA access plan?
ADA refers to the 1990 Americans with Disabilities Act. This federal law makes access to
cultural programs and services for persons with disabilities a civil right. In the spirit of that law, MRAC believes that the receipt of public money obligates its grant recipients to ensure that people with disabilities can fully participate in and enjoy arts activities.
One approach to understanding the many ways a group can become more accessible is to develop an ADA access plan. Such a plan serves to assess the accessibility of an organization’s programs, services and facilities and define strategies for improvement. Completing an ADA access plan will help you to address the criterion of Access in your grant application. MRAC has published an ADA Access Planning guide. Contact MRAC at 651-645-0402 or [email protected] to request a copy or download it from www.mrac.org.
What is MRAC’s definition of an “independent and sustained arts program” in
a non-arts, nonprofit organization?
The intention of this policy is to ensure that funding support is available for non-profit, non-arts organizations that clearly demonstrate a robust commitment to the delivery of quality arts programming and considers arts programming a core tenet of organizational operations. To demonstrate organizational commitment to the arts, non-arts non-profits must demonstrate the following:1) a separate advisory board overseeing the arts programming 2) a separate arts program Income and Expenses Statement and
3) ongoing programming with at least a two-year history of arts activities.
PART II APPLICATION
How to Apply
The Management Consulting Fund application must be completed and submitted using the MRAC Grant Interface. Submissions in any other format, including email, will not be accepted. All official communication about your grant application status will be sent via email from
[email protected]. To ensure receipt, please add it to your safe senders list.
Applications must be submitted by 4:30 p.m. on the deadline date. “Submitted” means that your application has been received and time-stamped by the MRAC Grant
Interface server. Depending on your operating system, web browser and Internet speed, there can be significant time between when you click “Submit Application” and when the application is time-stamped. DO NOT wait until the last minute to press “Submit Application”.
Applications not submitted by this time are INELIGIBLE and will not be reviewed. There are no exceptions to this policy.
Accessing the MRAC Grant Interface
• Go to the MRAC website (http://www.mrac.org).
• Click on “Manage my Grants” in the brown navigation bar. • Click on “Grant Interface for Organizations.”
If you have previously applied by using the MRAC Grant Interface
• Click on “Log On” and enter your email address and password.
• Each applicant group should have only ONE MRAC Grant Interface account. If you forgot which email address you used for your account, please contact MRAC. • If you forgot your password, click on “Forgot your Password?” Enter your email
address and click on “Send Reset Link.”
If you have not applied by using the MRAC Grant Interface
• Click on “Create New Account.”
• Complete the registration form. All fields marked with an asterisk (*) are required fields.
• Your registered email will be used for communication about any application submitted to MRAC. Each applicant group should have only ONE MRAC Grant Interface account. • If you are applying using a Fiscal Sponsor, you will need your Fiscal Sponsor’s EIN
(see definition, page 8).
• DO NOT forget your registered email and password, as you will need this information whenever you access your draft application, or should you apply again in the future.
Opening a new grant application
• Go to the MRAC Grant Interface.
• Log on using your email address and password.
• Look to the “requests” list located on the left side of the screen. • Click on “Apply.” Doing so will take you to the “Application Page.”
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Completing the Online Application Form
TIP: The online application form allows you to periodically save your work. Once saved, you
may log off and return at a later time to complete the application. The “Save As Draft” button is located at the bottom of the form.
Begin by answering the questions and filling in the statistical information at the top of the form. Statistical and demographic information is used for data collection and reporting and not
provided to the panel as part of the review.
• Project Title*- This should be a very brief title or name for your proposed project.
• Project Summary*- Describe your project in fewer than 50 words.
• Amount Requested*- The maximum request amount is $1500, which may only be applied
to consultant fees.
• Legislative MN House District*- Select the Minnesota House District in which your
organization’s office or residence is located.
• Project Start Date* –Projects cannot begin until the month following the consideration
period. See page 5 of these guidelines for deadline dates and explainations.
• Project End Date*- MRAC does not have a date by which funded projects must be completed. A final report is due two months after this date.
• Organizational Annualized Expenses*- This dollar amount should be the same as the total
expenses on your Organizational Income and Expense page.
• Total Project Cash Expense*- Enter the total cash expenses, rounded to the nearest dollar,
estimated for this project. This may be greater than $1500 and include retreat costs, software, fiscal sponsor fees, etc.
• County of Organization*- Please choose one from the drop-down menu. MRAC
differentiates between St. Paul and Suburban Ramsey county, Minneapolis and Suburban Hennepin county.
• Fiscal Sponsor- If you are applying using a Fiscal Sponsor, you will need your Fiscal Sponsor’s EIN (see definition, page 8). Fill out the requested information. Informal and/or unincorporated groups must apply using a fiscal sponsor, with the sponsorship agreement formalized on or prior to the deadline. If you do not have a fiscal sponsor, leave these fields blank.
• ADA Plan*- Please choose one answer from the drop-down menu.
• Legal Status*, Institutional Code*, Discipline Code – Organization*, Organizational
Characteristics, Other Organizational Characteristics, Discipline Code – Project*, Adult Artists Benefitting*, Adult Participants*, Youth Participants*, Population Benefitting*-
Please choose the most appropriate categories and provide realistic participation estimates.
Management Consulting Fund
Grant Application
You will upload several files. This is the only information the panel will use to evaluate your application.
Narrative
(one upload – no more than two pages)
Please use only letters and/or numbers in your file name e.g. 2016Narrative.doc or 2016Narrative.pdf
Upload a narrative of no more than two (2) pages, addressing all four of the Management
Consulting Fund criteria. Prepare application materials in the following format: US Letter paper size (8 ½ x 11), a text font equivalent to Times 12-point or larger (15 characters per inch), and at least ¾ inch margins. We suggest that you include the section headings shown in boldface type. The review panel will use these four criteria to evaluate your application:
• Organizational Challenge • Ability
• Organizational Solution • Community need/support
The narrative portion of your application is designed to help you address these criteria and briefly outline your organization’s mission and history. Please provide enough information to help the panel evaluate your project in relation to each of the four criteria. Assume the panel is not familiar with your group, your discipline or the community you intend to serve, and use the narrative to provide this information. The panel will apply all criteria to the application as a whole.
Definition of Organizational Challenge
• Describe the underlying situation, problem, opportunity, issue or need that this project intends to address? Note: you must be able to name the problem before you seek funding for a
solution!
• How will exploring/solving this situation lead to a significant or long-term benefit to your group?
• What’s compelling about this project at this point in time? • Why is this project a priority for your organization?
Organizational Solution
• Now that you’ve outlined the problem or opportunity, what’s the solution? What outcome do you plan to achieve with this funding?
• What are the specific activities for which you seek funding?
• When will these activities take place and how long will they take to complete? • How will the consultant work with key personnel to ensure organizational learning? • Who are the personnel who will participate in the project? Who is the consultant?
(continued next page)
ABOUT FILE UPLOADS. The upload process is similar to attaching a file to an email.
Document uploads must be a MS Word, MS Excel, or PDF document.
Failure to upload the following documents in the proper format may result in your application being deemed ineligible.
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Ability
• Describe the planning process for your project. In what ways are your board members or advisory committee involved?
• Are the group’s staff/volunteers, board/advisory committee adequately involved and qualified for their roles in this project?
• Is the project clearly “doable” given your group’s resources, project budget, allotted time frame, etc.?
• What is the timeline for your project milestones?
• How do you know that this consultant is the right fit for this project? What qualifications, skills, or past experiences does the consultant have that help them to best understand this project?
• How will you evaluate the project and its outcomes in relation to your stated organizational goals? How do these outcomes reflect that this was the best solution for the situation, challenge, or opportunity?
Community need/support
• Describe your group’s mission, current program(s) and activities.
• Describe and quantify your community/audience (artists, attendees, participants) for your programs and services – its general geographic, racial/ethnic, cultural, economic, age and gender make-up, as well as any special needs your audience members may have.
• In what ways have members of the community shown their support for your project (financial contributions; volunteer time; in-kind donation of services, supplies or space)?
Additional Uploads
Consultant Resume
(one upload – maximum two pages)
Please use only letters and/or numbers in your file name e.g. 2016Consultant.doc or 2016Consultant.pdf
Upload a maximum two-page biography or resume of your consultant. This information should include details that demonstrate the consultant’s ability to carry out your organization’s
proposed project.
Project Personnel
(one upload – multiple pages)
Please use only letters and/or numbers in your file name e.g. 2016Personnel.doc or 2016Personnel.pdf
Upload a list of the key people/groups involved in your project. Briefly describe their
qualifications for the project. You may submit up to one page of information per person/ group. Multiple pages must be submitted in one upload.
Board of Directors/Advisory Committee
(one upload – one page)
Please use only letters and/or numbers in your file name e.g. 2016BOD.doc or 2016BOD.pdf
You are required to have a board of directors or advisory committee. Upload a one-page list of your board/committee members indicating their profession, organizational affiliation or area of expertise, and how they will be involved in the project.
Organizational Income-and-Expense Statement
(one upload – one page)
Please use only letters and/or numbers in your file name e.g. 2016OrgStatement.xls or 2016OrgStatement.pdf
Arts groups with a history of programming: submit an annual income-and-expense statement
for your most recently completed fiscal year (must be a 12-month period). Use the downloadable Excel Spreadsheet or summarize your annual income and expenses on one page. If you have completed a Data Profile through the Minnesota Cultural Data Project (CDP), please use the CDP-generated MRAC Organizational Income and Expense form. Please describe the
circumstances surrounding a substantial year-end surplus or deficit in the space provided on the downloadable Excel Spreadsheet, or in your Narrative.
Nonprofit, non-arts organizations: submit only arts programming income and expenses for the
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Attachment and Electronic Signature
These materials will not be presented to the review panel.
Fiscal Sponsor Agreement Letter
(one upload)
Please only use letters and/or numbers in your file name e.g. 2016FiscalSponsor.doc or 2016FiscalSponsor.pdf
If you are applying using a fiscal sponsor, you will need to upload a letter of agreement between your organization and the fiscal sponsor. This letter should be no more than one year old.
Certification Signature
(electronic check box)
You must certify that your board of directors/advisory committee supports this
application, that it is accurate and that the board will carry out the project as described if funded.
Reviewing Your Application
It is highly recommended that you review your application before submitting.
To do so, click on the “Application Packet” button at the top of the Application page. This will download a PDF of your application including all uploaded files. Please check that all information is correct and all uploaded files are included. If an uploaded file does not appear on the Application Packet PDF, please contact your program director, as applications with incorrect or missing file uploads may be deemed ineligible. You may save this file for your records.
Submitting Your Completed Application
•
When finished, click the “Submit Application” button located at the bottom of the page. • IMPORTANT! Your application will not be eligible if you do not officially submit (seepage 9) your application by 4:30 p.m. on the day of the deadline. Once you click “Submit Application” you will no longer be able to edit your application.
• An automated submission confirmation email will be sent to your login email address from [email protected]
