minnesota historical and cultural grants workshop fy:2012

Successful Grant Projects in the New

BienniumMinnesota Historical and Cultural Grants

Background to legacy amendment

Experience from the last biennium

Programmatic changes for this biennium

Grant Proposal Review

Roll out of the new MHS Grants Portal

Opportunity for Q & A and any feedback

Today’s Agenda

Constitutional Amendment in 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.”

One of many programs funded was the Minnesota Historical & Cultural Grants

Guided by a citizen advisory committee

Legislative Background

Minnesota History Coalition◦ Council for Minnesota Archaeology◦ Minnesota Alliance of Local History Museums◦ Minnesota Archaeological Society◦ Minnesota Digital Library◦ Minnesota Genealogical Society◦ Minnesota Historical Society◦ Minnesota History Advocates for Research◦ Minnesota’s Historic Northwest◦ Preservation Alliance of Minnesota

History Community Response

Transparent, Accountable Legacy – an enduring value to the public Competitive Project based Projects meet professional history criteria Clear need and rationale Measurable outcomes Sustainable, “no tails”

Expectations Background

Enthusiastic Response◦ 882 applications in 13 months◦ 474 funded (54%)◦ At least one awarded in each county

History report held up as an example

Biennial Final Report Completion Rate: 96%

Results in MHCG

Increased funding Completion dates New HRAC New deadlines Mandatory pre-application New MHS Grants Portal powered by Fluxx

Changes for Second Biennium

FY 2010-2011 (immediate past)◦ ACHF: $93 million◦ History: $22 million (23.7% of ACHF)

◦ MHCG: $6.75 million (30.7% of history, 7.3% of ACHF)

FY 2012-2013 (current)◦ ACHF: $105.3 million (13.2% )

◦ History: $24.1 million (9.5% , 22.9% of ACHF)

◦ MHCG: $10.5 million (55.6% , 43.6% of history, 9.9% of ACHF)

https://www.revisor.mn.gov/laws/?id=6&doctype=Chapter&year=2011&type=1

Change: Funding

Change: Completion DatesFiscal Year Spent By Historic

PreservationPart of Federal Project

July 1, 2011 June 30, 2013 June 30, 2015 Federal End Date

July 1, 2012 June 30, 2014 June 30, 2015 Federal End Date

Follows the 2009 language New solicitation Self-nominations due September 9

◦ Letter of interest◦ Brief resume◦ References

◦ Grants Office Historic Resources Advisory Committee Minnesota Historical Society 345 Kellogg Blvd. W. St. Paul, MN 55102 or mnshpo@mnhs.org

Change: HRAC

Based on usage in first biennium Fast Track:

◦ September 16, 2011◦ October 21, 2011◦ January 13, 2012◦ February 17, 2012◦ March 23, 2012◦ June 15, 2012

Mid-, Large-Size, and Partnerships◦ Mandatory pre-application: October 7◦ Final application: November 18

Change: Deadlines

Grant Proposal Review

What are you doing? How are you doing it? What do you want to accomplish/what are

your goals? Be as specific as the space allows.

(~3200 words)

Project Description

Why are you doing this project?◦ Consumer Demand◦ Presence in a report or plan◦ Timeliness (often, anniversaries)◦ Meet a standard◦ Complement or update preexisting historic

resources

Need and Rationale

Be specific◦ Sequence of work◦ Time needed to complete each step

Is there enough time allotted for each task?◦ Do the math! For example, how many objects can

you realistically get cataloged in an hour or a day? Try doing a test.

Did you allow time to evaluate your project?◦ Do a survey, for example, to measure your

outcomes.

Work Plan and Timetable

MHS Executive Council/Committee has to approve all grants. Take this into consideration for your project start date.

Fast Track: roughly 45 days after deadline Mid-, Large, and Partnership 5 months

after pre-application deadline ◦ Letters informing you that you received a grant go

out a day or two after they meet. It will still be at least a month after that before you receive money.

◦ And it could be even longer if you are slow getting your paperwork back in.

Work Plan and Timetable

Who is going to work on the project?◦ Regular staff? Full-time or part-time?—be sure to

state that.◦ Volunteers?◦ Consultant(s) or other hired worker(s)?

What are the qualifications for the tasks that each person will be performing?

If you are hiring a consultant or worker(s), how do you plan to recruit them? Or, if you already have someone in mind, how did you decide on them?

Project Personnel

How will we know if your project was successful?◦ Did you complete your project? Did you reach your

stated goals? Did you accomplish what you wanted to?

SMART success:◦ Specific – to your project.◦ Measureable – accurate and complete.◦ Actionable – helps correct or validate decisions.◦ Relevant – can’t measure everything.◦ Timely – have data when you need it.

Outputs let you quantify your success. Outcomes let you qualify your success.

Evaluation – Measuring Success

Outputs will support your project goals. Outputs are usually easy to measure – it’s

counting widgets!◦ How many objects did you catalog?◦ What percentage of your collection did you

inventory?◦ How many oral history interviews did you

conduct?◦ How many people came to your program?◦ Does it or doesn’t it meet Secretary of the Interior

Standards?

Evaluation – Measuring Outputs

An outcome is a change in knowledge, behavior, or status◦ A simple example: How many people took your

genealogy class is an output; how many people actually learned to trace their family tree is an outcome.

Don’t just assert something, substantiate it. Call the Grants Office for help if you get

stuck on how to measure outcomes: 651-259-3467

Evaluation – Measuring Outcomes

Enduring Value:◦ What “legacy” does this project provide for future

generations? ◦ What outcomes or results will continue after the

project is completed? Sustainability:

◦ Are there ongoing costs to sustain the project after the end of the grant period and can you pay for them?

◦ Are there continuing staffing needs and can you maintain them?

◦ Are there yearly fees or maintenance contracts and can you pay for those?

Enduring Value & Sustainability

Project Budget◦ Line items in the budget detail costs of goods or

services.◦ Articulate the budget for reviewers to understand

your project.◦ Don’t use vague descriptions such as “supplies.”◦ Don’t forget to fill out the bottom section

describing how you came up with those figures. Did you comparison shop? Is there a state or local contract you need to follow?

Budget

Optional Matching Funds◦ Don’t forget to include your time, other staff time,

and volunteer time working on the project.◦ On the Final Report – don’t forget to send in

documentation of match. No documentation = doesn’t count.

Budget

Financials for non-government entities with projects over $25,000.◦ YES: 990, 990-EZ, Audit, Year End Financial Report◦ NO: 990-N, Budget, Bank Statement, Balance

Sheet Category-specific requirements:

◦ Be sure to READ THE GUIDELINES!◦ Example: Historic Properties require a Scope of

Work form and photographs.◦ Example: Digitization requires metadata samples.

Not including required material can jeopardize your application.

Required Attachments

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

Fit more than one category? Split into phases. One or two sentence answers are insufficient. 

Remember, this is a competitive grant program. Indirect costs are NOT allowed. Do not hire a consultant, enter into a contract, or

make purchases before receiving your “ok to proceed” letter.

General Tips

MHS Grants PortalInstructions Online:

http://bit.ly/nIRAur

MHS Grants Portal

MHS Grants Portal

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

USERNAME: pat@acmehistoricalsociety.orgPASSWORD: uyE4cki3

MHS Grants Portal

MHS Grants Portal

MHS Grants Portal

MHCG Manual:◦ www.mnhs.org/legacygrants

MHS Grants Portal◦ grants.mnhs.org

MHCG General Questions:◦ grants@mnhs.org◦ 651-259-3467

Ready reference links

Feedback: Like

Feedback: Please Improve

Please stick to global questions of broad interest to whole group

Staff will stay to answer project specific questions after the presentation

General Q & A

David Grabitske, oral history, interpretation, publications◦ 651-259-3460, david.grabitske@mnhs.org

Melinda Hutchinson, program questions, museum curation◦ 651-259-3459, melinda.hutchinson@mnhs.org

Joe Hoover, digitization, technology and the web◦ 651-259-3461, joe.hoover@mnhs.org

John Fulton, film and libraries◦ 651-259-3467, john.fulton@mnhs.org

Bob Herskovitz, museum environments, conservation◦ 651-259-3465, bob.herskovitz@mnhs.org

Natascha Wiener, historical architect◦ 651-259-3462, natascha.wiener@mnhs.org

Initial Help