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Minnesota Historical and Cultural Grants Workshop FY:2012


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PowerPoint Slides from the presentations that were done around the State of Minnesota which feature: the purpose of the grants program, recent legislative changes to the program and the new MHS Grants Portal.

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Minnesota Historical and Cultural Grants Workshop FY:2012

  1. 1. Successful Grant Projects in the New Biennium<br />Minnesota Historical and Cultural Grants<br />
  2. 2. Background to legacy amendment<br />Experience from the last biennium<br />Programmatic changes for this biennium<br />Grant Proposal Review<br />Roll out of the new MHS Grants Portal<br />Opportunity for Q & A and any feedback<br />Today’s Agenda<br />
  3. 3. Constitutional Amendment in 2008<br />“may be spent only for arts, arts education, arts access and to preserve Minnesota’s history and cultural heritage.”<br />“The dedicated money under this section must supplement traditional sources of funding for these purposes and may not be used as a substitute.” <br />One of many programs funded was the Minnesota Historical & Cultural Grants<br />Guided by a citizen advisory committee<br />Legislative Background<br />
  4. 4. Minnesota History Coalition<br />Council for Minnesota Archaeology<br />Minnesota Alliance of Local History Museums<br />Minnesota Archaeological Society<br />Minnesota Digital Library<br />Minnesota Genealogical Society<br />Minnesota Historical Society<br />Minnesota History Advocates for Research<br />Minnesota’s Historic Northwest<br />Preservation Alliance of Minnesota<br />History Community Response<br />
  5. 5. Transparent, Accountable<br />Legacy – an enduring value to the public<br />Competitive <br />Project based<br />Projects meet professional history criteria<br />Clear need and rationale<br />Measurable outcomes<br />Sustainable, “no tails”<br />Expectations Background<br />
  6. 6. Enthusiastic Response<br />882 applications in 13 months<br />474 funded (54%)<br />At least one awarded in each county<br />History report held up as an example<br />Biennial Final Report Completion Rate: 96% <br />Results in MHCG<br />
  7. 7. Increased funding<br />Completion dates<br />New HRAC<br />New deadlines<br />Mandatory pre-application<br />New MHS Grants Portal powered by Fluxx<br />Changes for Second Biennium<br />
  8. 8. FY 2010-2011 (immediate past)<br />ACHF: $93 million<br />History: $22 million (23.7% of ACHF)<br />MHCG: $6.75 million (30.7% of history, 7.3% of ACHF)<br />FY 2012-2013 (current)<br />ACHF: $105.3 million (13.2% )<br />History: $24.1 million (9.5% , 22.9% of ACHF)<br />MHCG: $10.5 million (55.6% , 43.6% of history, 9.9% of ACHF)<br /><br />Change: Funding<br />
  9. 9. Change: Completion Dates<br />
  10. 10. Follows the 2009 language<br />New solicitation<br />Self-nominations due September 9<br />Letter of interest<br />Brief resume<br />References<br />Grants Office Historic Resources Advisory Committee Minnesota Historical Society 345 Kellogg Blvd. W. St. Paul, MN 55102 or <br />Change: HRAC<br />
  11. 11. Based on usage in first biennium<br />Fast Track:<br />September 16, 2011<br />October 21, 2011<br />January 13, 2012<br />February 17, 2012<br />March 23, 2012<br />June 15, 2012<br />Mid-, Large-Size, and Partnerships<br />Mandatory pre-application: October 7<br />Final application: November 18<br />Change: Deadlines<br />
  12. 12. Grant Proposal Review<br />
  13. 13. What are you doing?<br />How are you doing it?<br />What do you want to accomplish/what are your goals?<br />Be as specific as the space allows. (~3200 words)<br />Project Description<br />
  14. 14. Why are you doing this project?<br />Consumer Demand<br />Presence in a report or plan<br />Timeliness (often, anniversaries)<br />Meet a standard<br />Complement or update preexisting historic resources<br />Need and Rationale<br />
  15. 15. Be specific<br />Sequence of work<br />Time needed to complete each step<br />Is there enough time allotted for each task?<br />Do the math! For example, how many objects can you realistically get cataloged in an hour or a day? Try doing a test.<br />Did you allow time to evaluate your project?<br />Do a survey, for example, to measure your outcomes.<br />Work Plan and Timetable<br />
  16. 16. MHS Executive Council/Committee has to approve all grants. Take this into consideration for your project start date.<br />Fast Track: roughly 45 days after deadline<br />Mid-, Large, and Partnership 5 months after pre-application deadline <br />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.<br />And it could be even longer if you are slow getting your paperwork back in.<br />Work Plan and Timetable<br />
  17. 17. Who is going to work on the project?<br />Regular staff? Full-time or part-time?—be sure to state that.<br />Volunteers?<br />Consultant(s) or other hired worker(s)?<br />What are the qualifications for the tasks that each person will be performing?<br />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?<br />Project Personnel<br />
  18. 18. Evaluation – Measuring Success<br />How will we know if your project was successful?<br />Did you complete your project? Did you reach your stated goals? Did you accomplish what you wanted to?<br />SMART success:<br />Specific – to your project.<br />Measureable – accurate and complete.<br />Actionable – helps correct or validate decisions.<br />Relevant – can’t measure everything.<br />Timely – have data when you need it.<br />Outputs let you quantify your success.<br />Outcomes let you qualify your success.<br />
  19. 19. Outputs will support your project goals.<br />Outputs are usually easy to measure – it’s counting widgets!<br />How many objects did you catalog?<br />What percentage of your collection did you inventory?<br />How many oral history interviews did you conduct?<br />How many people came to your program?<br />Does it or doesn’t it meet Secretary of the Interior Standards?<br />Evaluation – Measuring Outputs<br />
  20. 20. Evaluation – Measuring Outcomes<br />An outcome is a change in knowledge, behavior, or status<br />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. <br />Don’t just assert something, substantiate it.<br />Call the Grants Office for help if you get stuck on how to measure outcomes: 651-259-3467<br />
  21. 21. Enduring Value:<br />What “legacy” does this project provide for future generations? <br />What outcomes or results will continue after the project is completed?<br />Sustainability:<br />Are there ongoing costs to sustain the project after the end of the grant period and can you pay for them?<br />Are there continuing staffing needs and can you maintain them?<br />Are there yearly fees or maintenance contracts and can you pay for those?<br />Enduring Value & Sustainability<br />
  22. 22. Project Budget<br />Line items in the budget detail costs of goods or services.<br />Articulate the budget for reviewers to understand your project.<br />Don’t use vague descriptions such as “supplies.”<br />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?<br />Budget<br />
  23. 23. Optional Matching Funds<br />Don’t forget to include your time, other staff time, and volunteer time working on the project.<br />On the Final Report – don’t forget to send in documentation of match. No documentation = doesn’t count.<br />Budget<br />
  24. 24. Financials for non-government entities with projects over $25,000.<br />YES: 990, 990-EZ, Audit, Year End Financial Report<br />NO: 990-N, Budget, Bank Statement, Balance Sheet<br />Category-specific requirements:<br />Be sure to Read the Guidelines!<br />Example: Historic Properties require a Scope of Work form and photographs.<br />Example: Digitization requires metadata samples.<br />Not including required material can jeopardize your application.<br />Required Attachments<br />
  25. 25. Projects…<br />are undertakings that require detailed planning <br />are designed to accomplish prioritized goals or objectives<br />have a purpose that supports the applicant's mission <br />have a distinct beginning, and end with a product<br />Fit more than one category? Split into phases.<br />One or two sentence answers are insufficient. Remember, this is a competitive grant program.<br />Indirect costs are not allowed.<br />Do not hire a consultant, enter into a contract, or make purchases before receiving your “ok to proceed” letter.<br />General Tips<br />
  26. 26. MHS Grants Portal<br />Instructions Online:<br /><br />
  27. 27. MHS Grants Portal<br />
  28. 28. MHS Grants Portal<br />
  29. 29. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  30. 30. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  31. 31. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  32. 32. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  33. 33. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  34. 34. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  35. 35. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  36. 36. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  37. 37. MHS Grants Portal<br />USERNAME:<br />PASSWORD: uyE4cki3<br />
  38. 38. MHS Grants Portal<br />
  39. 39. MHS Grants Portal<br />
  40. 40. MHS Grants Portal<br />
  41. 41. MHCG Manual:<br /><br />MHS Grants Portal<br /><br />MHCG General Questions:<br /><br />651-259-3467<br />Ready reference links<br />
  42. 42. Feedback: Like<br />
  43. 43. Feedback: Please Improve<br />
  44. 44. Please stick to global questions of broad interest to whole group<br />Staff will stay to answer project specific questions after the presentation<br />General Q & A<br />
  45. 45. David Grabitske, oral history, interpretation, publications<br />651-259-3460,<br />Melinda Hutchinson, program questions, museum curation<br />651-259-3459,<br />Joe Hoover, digitization, technology and the web<br />651-259-3461,<br />John Fulton, film and libraries<br />651-259-3467,<br />Bob Herskovitz, museum environments, conservation<br />651-259-3465,<br />Natascha Wiener, historical architect<br />651-259-3462,<br />Initial Help<br />