1 The application process for all grant programs is now ONLINE ONLY Management Training Fund Funds of up to $600 for staff and volunteers of nonprofit arts groups to attend management related workshops, seminars, conferences, or classes Grant Guidelines and Application July 2015 June 2016 Metropolitan Regional Arts Council 2324 University Avenue West, Suite 114 St. Paul, MN fax website: MN Relay Service, dial (or ) 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.
2 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 Public value of the arts is understood and acted upon by community members, leaders and policy makers Artists, arts organizations and arts activities thrive 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 Stop by the office 2324 University Avenue West, Suite 114 Saint Paul, Minnesota us - Art is integrated into the social fabric and identity of every community Check out our website - Sign up for our monthly e-newsletter at our website 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.
3 CONTENTS PART I GUIDELINES Management Training Fund Program Description... 2 Eligibility... 3 Deadlines... 4 Before You Apply Technical Assistance... 4 After You Apply, Reimbursement... 5 Definitions...6 Training Providers...7 PART II GRANT APPLICATION How to Apply... 8 Completing the Online Application Form... 9 Management Training Fund Grant Application Narrative Questions Uploads Submitting Your Completed Application... 11
4 PART I GUIDELINES Management Training Fund Program Description The Management Training Fund provides up to $600, per MRAC fiscal year, in training funds for staff and volunteers of nonprofit arts groups in the seven county metro area (Anoka, Carver, Dakota, Hennepin, Ramsey, Scott and Washington counties) to attend management related workshops, seminars, conferences, or classes. Applicants must submit a proposal 14 days prior to commitment to the expense. This is a reimbursement program. Examples of management topics include; fund-raising, audience development, financial management, organizational development, marketing or volunteer management. This list is intended to help you understand the grant program s purpose; it is not a complete list of eligible projects. Trainings that are primarily artistic, rather than management focused, are not eligible in this program. Program Requirements The maximum award is $300 per person per event. There is no limit to the number of times a person may use the fund, but $600 is the maximum amount one group can use in a fiscal year (July 1 June 30). MRAC may consider funding a single event greater than $300 if the event is a unique national and/or multi-session opportunity. These proposals must be discussed with the MRAC Program Director and will be considered on a case-by-case basis. Funds must be requested and approved before the applicant attends the class or workshop. The Management Training Fund grant cannot be used for trainings already attended. Group should submit separate applications for each attendee, even if you are requesting funds to attend the same training. After the training has occurred, reimbursement is initiated by completing an evaluation form and uploading it to the MRAC Grant Interface. This form must be submitted no more than 30 days after the training has been completed. Your group must enroll the staff or volunteer and pay the fee directly to the provider of the training event. Funds are restricted to be used for the approved management training only. Fiscal sponsor fees, equipment, transportation, meals or lodging are not eligible expenses in this program. Class materials will be covered if they are included in the price of the training event. The staff member or volunteer attending the training must have management or administrative responsibilities in the applicant group. Applications will be accepted as long as funds remain available. 2
5 Eligibility 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 6). To determine eligibility, all non-arts organizations must contact MRAC staff for written approval before applying. Who does this program NOT fund? 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 may be eligible to apply for funds if they meet all other eligibility requirements for nonprofit, non-arts organizations. What does this program fund? Registration fees for staff and volunteers of nonprofit arts groups to attend management related workshops, seminars, conferences, or classes. What does this program NOT fund? In-house or one-on-one training provided by a consultant. Trainings that are primarily artistic, rather than management focused. A portion of larger MRAC-funded projects, or a portion of a significantly larger organizational development project funded through other resources. All associated travel costs. 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. 3
6 How many Management Training Fund grants may a group have at one time? There is no limit to the number of times a group may use the fund, but $600 is the maximum amount one group can use per MRAC fiscal year (July1- June 30). Deadlines Applications are accepted on a rolling basis, as they are reviewed weekly. However, groups must request funds and receive notification from MRAC of the grant award before committing to the expense. To ensure qualification for reimbursement, applicants must submit requests at least 14 days before committing to the expense. If the nature of the training does not allow a 14-day window, applicants may request special consideration from the Program Director. Before You Apply Technical Assistance Staff Assistance The Management Training Fund program director can answer questions about the grant program, discuss your project ideas with you, provide examples of the types of Management Training Fund classes that might be appropriate, and provide examples of training providers. You are strongly encouraged to contact the program director, Shannon Forney, or to discuss 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 or Website Visit to find additional information about MRAC programs, workshops and events, and to register for application workshops. 4
7 What Happens After You Apply MRAC staff review all applications for eligibility. Errors may reduce the size of your award or make the application ineligible. All late and incomplete applications are ineligible. A staff panel reviews eligible applications and makes a funding decision. Applicants will be notified of funding decisions via within 5 days of review. At the time the award is made, a follow up evaluation will be assigned within the MRAC Grant Interface. Reimbursement The maximum grant amount is $600, to be awarded as a reimbursement for management related training registration fees. If using a fiscal sponsor, the check will be made to the fiscal sponsor, but mailed to the applicant. Reimbursement is initiated by completing an evaluation form and uploading it to the MRAC Online Grant Interface. This form must be submitted no more than 30 days after the training has been completed. The Management Training Fund evaluation form can be downloaded here: Evaluation.pdf 5
8 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 Contact 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 or to request a copy or download it from 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. Non-arts organizations must contact MRAC staff for written approval before applying to the program. 6
9 Organizations Providing Nonprofit Management Training and Resources This list is included solely to help you locate a class. If you cannot find a training event that meets your needs, please call MRAC for assistance at (651) Center for Nonprofit Management The Center for Nonprofit Management University of St. Thomas conducts a wide variety of educational 1000 LaSalle Ave. programs and seminars for the nonprofit TMH 153 community. Call for a current training Minneapolis, MN schedule. (651) Management Assistance Project MAP provides consulting and other 2314 University Ave. W. Suite 28 management support services by linking St. Paul, MN volunteer professionals with nonprofit needs. (651) Initial meeting is free. Minnesota Council on Foundations MCF offers a Grantsmanship for Beginners 100 Portland Ave. S. Suite 225 workshop, Guide to MN Foundations and Minneapolis, MN Corporate Giving, and conducts a survey of (612) MN capital and endowment campaigns. Minnesota Council of Nonprofits MCN is a nonprofit membership organization University Ave. W. #20 MCN publishes the MN Nonprofit Directory St. Paul, MN MN Grants Directory, and a Nonprofit Yellow (651) Pages: a Directory of Resources and Services for MN Nonprofits. Springboard for the Arts Springboard for the Arts provides management 308 Prince Street Suite 270 workshops, consulting, telephone referrals, a Saint Paul, MN resource library and more for artists and (651) nonprofit organizations. Call for a workshop flyer. Science Museum of Minnesota The Science Museum of MN offers computer Computer Education Center training at all levels. Call for a copy of their 120 W Kellogg Blvd extensive class list. St. Paul, MN (651) Hands on Twin Cities Hands on Twin Cities has programs and 2021 Hennepin Ave. E. services designed for organizations which rely Suite 420 on the help of volunteers. Call for a workshop Minneapolis, MN flyer. (612)
10 PART II APPLICATION How to Apply The Management Training Fund application must be completed and submitted using the MRAC Grant Interface. Submissions in any other format, including , will not be accepted. All official communication about your grant application status will be sent via from To ensure receipt, please add it to your safe senders list. 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 address and password. Each applicant group should have only ONE MRAC Grant Interface account. If you forgot which address you used for your account, please contact MRAC. If you forgot your password, click on Forgot your Password? Enter your 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 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 6). DO NOT forget your registered 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 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. Click on FY16 Management Training Fund. Doing so opens an application form. 8
11 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 Application 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. Amount Requested*- This dollar amount should be the same as the amount requested on your Project Budget Income. Legislative MN House District*- Select the Minnesota House District in which your organization s office or residence is located. Project Start Date* This may not be a date prior to the published Earliest Project Start Date for the grant round to which you are applying. Project End Date*- MRAC does not have a date by which funded projects must be completed. A FollowUp 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. Cost of Training Event* - The registration fee for the proposed training. Attendee Name, Title* - Provide the name and title of the person who will attend the event. Training Event, Provider* - Please provide the name of the training event provider. 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 6). 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. * required fields 9
12 Management Training Fund Grant Application You will have the opportunity to enter your narrative responses into 1,000 character limited text boxes. This is the only information the panel will use to evaluate your application. Narrative (1,000 characters per question/text box) 1) What is the mission of your group? 2) Briefly describe how this training will strengthen the arts management of your group. 3) Briefly describe the arts management responsibilities of the person who will attend the training. Uploads These materials will not be presented to the review panel. ABOUT FILE UPLOADS. The upload process is similar to attaching a file to an . 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. Training Information (text box or upload) Please provide a web link to the training or upload a PDF of the training brochure. 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. Fiscal Sponsor Agreement Letter (one upload, one page) Please use only letters and/or numbers in the 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. 10
13 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. Once you click Submit Application you will no longer be able to edit your application. An automated submission confirmation will be sent to your login address from 11