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Cultural Conservation
Deadline: March 27, 2009
Grant Coordinator: Cassandra Erickson
cassandra.erickson@dcr.nh.gov
(603) 271-7926
These FY 10 Grant Guidelines are valid for fiscal year July 1, 2009 - June 30, 2010
In 1998, the State Legislature established the Conservation License Plate Trust Fund, to be funded from the sales of special license plates, commonly known as moose plates. The Trust supplements existing state environmental and cultural conservation and preservation programs. The Department of Cultural Resources is distributing a portion of its share of these funds through its three divisions (Arts, Library, and Historical Resources) as cultural conservation grants.
The State Arts Council has funds available to make grants for conservation and maintenance of cultural facilities and the conservation of documents and/or artwork, conserving publicly owned cultural facilities, documents, and/or artworks that contribute to New Hampshire's arts and cultural heritage. For arts and cultural facilities projects, contact the coordinator whose name appears above. (For conservation projects specific to libraries and historic properties, contact the State Library or the Division of Historical Resources for more information on their conservation grants.)
Maximum Grant Amount
Requests may be made for $2,000 - $20,000.
Important Note: All grant categories and amounts are subject to change, depending upon availability of state and federal funds for any fiscal year.
Required Match
Grants must be matched with in-kind contributions of goods or services or cash (or any combination of the two) on a two-to-one basis, i.e., a $10,000 grant requires a match of $5,000 in cash, or donations of goods or services equivalent to $5,000, or any combination of cash and in-kind donations amounting to $5,000.
Who May Apply
New Hampshire municipalities and towns, county agencies, state agencies (other than the Department of Cultural Resources and its Divisions), federal agencies, or *nonprofits that manage publicly owned historic cultural facilities, arts documents or artworks that contribute to the state's cultural heritage that:
- Have submitted all required reports on past State Arts Council grants.
- Are in good standing with the State Arts Council and the NH Attorney General’s Office.
*Note: Private nonprofit organizations with cultural facilities, or schools, are encouraged to review their eligibility for a Cultural Facilities grant.
Restrictions
This grant does not support:
- Projects that are receiving other State Arts Council funds.
- More than one application per applicant during the grant period (July 1 - June 30).
Eligible Projects
- Projects that conserve publicly owned artwork or arts documents that contribute to New Hampshire's cultural heritage.
- Projects that maintain or preserve the historic fabric and function of cultural facilities while making those facilities, and the arts programming that takes place in them, more accessible to the public, including people with disabilities.
- Projects that improve public access to historic artwork or arts documents while protecting and preserving the originals.
Sample Projects
- An historic structures report for an old town hall that a community group wants to turn into an arts center.
- Contracting with an archivist to prepare the papers of a New Hampshire art organization, founded prior to 1954, or a New Hampshire artist, for donation to the New Hampshire Artist Archives, a joint project of the NH State Council on the Arts and the NH State Library.
- The coating of windows to protect against damage from ultraviolet light on decorative textile arts exhibited in an historic property managed by the state division of parks.
- Conservation cleaning and treatment for a Civil War memorial by a noted artist in a national historic site located in NH.
- The conservation and exhibition of 19th century White Mountain School oil paintings and pencil sketches owned by a town library.
- The purchase of archival materials to store a collection of historic recordings of a contra dance caller from the 1940s donated to a state college or university archives.
- The restoration of an organ in a town-owned historic property that enables it to be played for public performances.
- The preservation of original hand-painted stage curtains or scenery designed in the early 20th century for local opera houses or town halls.
- The restoration of a mural painted by a WPA artist in a U.S. post office located in New Hampshire.
Definitions
For purposes of this grant, "historic" refers to those buildings, arts documents, or artworks 50 or more years old. "Cultural facilities" refers to buildings where art programming (exhibitions or performances) makes up at least 50% of the activities that take place in the building. "Arts documents" refers to a New Hampshire artist's or arts organization's papers, photographs, or recordings that are 50 or more years old, publicly owned or being prepared for donation to the state's NH Artist Archives. "Arts documents" include original manuscripts by New Hampshire choreographers, authors, or composers; original business papers and photographs that document an artist's work; and recordings of historic performances by New Hampshire artists. "Artwork" refers to original artworks, not reproductions. All artworks must be tangible.
Visual arts conservation includes: paintings (applied directly to building interiors or exteriors or portable, framed easel paintings), sculpture (freestanding and relief), decorative arts (crafts in fiber, clay, wood, stone, metal), graphic arts (e.g., etchings, engravings, woodcuts, wood engravings, silk screens, drawings, photographs). Performing arts conservation includes: hand-crafted musical instruments, stage backdrops or painted curtains, and other items 50 or more years old that enhance music, dance, or theatre performances.
Determination of Eligibility for the National or State Register of Historic Places
Historic preservation building projects may not be submitted to the Arts Division unless the purpose of the preservation, restoration, or rehabilitation of a building is to improve public access to arts programming or to improve the presentation of arts programming.
Cultural Conservation applications involving buildings that are over 50 years old, and have not already gone through the process to determine the facility's eligibility for the National or State Register of Historic Places, must contact the Division of Historical Resources for Determination of Eligibility forms. The applicant will receive a determination of eligibility 4-6 weeks after the Division of Historical Resources receives the completed forms. Arts Division cultural conservation grants for capital projects will not be paid until the Determination of Eligibility process is complete and the plans for the facility have been reviewed by the Division of Historical Resources.
Applicants for projects to improve cultural facilities that have been determined eligible for the Register of Historic Places must submit any plans for capital projects to the Division for Historical Resources for review prior to implementing those plans.
Division of Historical Resources
19 Pillsbury St.
Concord, NH 03301
Phone: 603-271-3558 or -3483
TDD/TTY 1-800-735-2964
www.nh.gov/nhdhr
Important: Please include in your Cultural Conservation application packet copies of any correspondence with the Division of Historical Resources.
Application Review Process
A panel with expertise in the field meets to review and rate applications according to the funding criteria listed above. A State Arts Councilor facilitates the meeting. The panel's recommendations will be approved by a committee that includes the Department of Cultural Resources Commissioner and Division Directors. Funded projects will be included in the Department's annual report to the State Legislature on distribution of these funds. If a grant of $5,000 or more is recommended, or the applicant’s cumulative total of grants received from the State Arts Council for that fiscal year (July 1 – June 30) is $5,000 or more, the grant recommendation also must be submitted to the Governor and Executive Council for final approval.
Funding Criteria
Art Historical Significance of Conservation Project
- Significance of artwork, arts documents, or cultural facility to New Hampshire's cultural heritage.
- Artistic/architectural quality of artwork/building to be conserved.
Degree of Public Benefit
- Degree to which the building, documents, or artwork is imminently threatened by damage, and the nature of that threat.
- Degree to which the project will preserve the building, documents, or artwork for public use and benefit.
- Degree to which the historic building is used or has the potential for use as a cultural facility.
- For cultural facilities: Evidence of ADA compliance.
Quality of Project
- Quality of the project design.
- Quality of consultants or conservation professionals.
- Realistic budget and timetable for project, including ability to secure match.
- Administrative capacity to carry the project to completion.
How to Apply
Before Submission: Applicants are strongly encouraged to attend one of the Council’s grant information sessions and to discuss their proposals with appropriate grant coordinator whose name appears above before writing their applications. Applicants also should review the legal and reporting requirements relevant to State Arts Council grants.
Draft applications may be reviewed if submitted at least two weeks in advance of the application deadline. First time applicants are especially encouraged to submit draft copies.
When sending in a draft, please clearly indicate DRAFT FOR REVIEW in BOLD letters on your submission.
Submitting the application:
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Narrative Questions
The total narrative portion of the application should not exceed 4 typed pages. Margins (not less than 1”), fonts (not smaller than 12 point), and spacing should provide easy reading for the panelists. Please number and respond to the following questions in the order in which they appear noting the section titles in bold.
1. Public ownership: Does the applicant own this property or collection? If the applicant is not the owner, attach a letter explaining the relationship between the owner and the applicant and the authority under which the applicant will be the grantee of record to undertake preservation work on the property or collection. The letter must be on the owner's letterhead and must be signed by the owner's authorizing official.
2. Historic, cultural significance: Briefly describe the historic arts resource that will be conserved through this project, keeping in mind that some of the panelists will not be familiar with your cultural facility, art archives or artwork collection and its significance to the state's cultural heritage. Include specific detail on the public benefit this project will bring to New Hampshire citizens.
3. Respond to either or both of these situations as appropriate:
- For conservation projects: Discuss the resource's current condition, the nature of the threat, and the proposed preservation and/or conservation work. What are the proposed conservation methods and why are they in keeping with sound conservation practice?
- For projects that will improve public accessibility to the resource: Describe how the project will improve accessibility while maintaining the historic/artistic integrity of the resource.
4. Describe how this project will be implemented. Be specific about activities, schedule, etc. Include:
- Project Design/Timetable: What is the design of the project? Include a project timetable, the names and qualifications of the outside contractors, e.g., architects, conservators, builders and staff or board administrators/coordinators who will be involved in this project, or the selection process for same. How did you select the architect, conservator, consultant, contractor, or supplier? If not by the lowest bid, explain why. Enclose a copy of at least two bids for the project or a justification for a sole source (see Required Support Materials section below).
- Financing. The methods you will use to meet the required $2 to $1 cash or in-kind match.
5. After this project is completed, how will the resource be cared for and made accessible to the public in the future?
Required Support Materials
6 copies each of:
- A minimum of four 4" x 6", or larger, black and white or color photographs of building or conservation project to be funded. Two must be general views of the historic property or resource, and the other two must document the threat or damage.
- One page professional biography or resume of project director
- Resumes of conservation professionals or consultants to be engaged.
- Two bids on proposed project or justification for sole source.
- Agency budget that covers the dates of the project and shows the source of the required match.
For Facility Applicants Only
- List of current board members with address and occupations.
- Facility plan of at least three years in scope, including immediate and long-term building maintenance.
- Selected written materials on outside contractors (e.g., architects or builders).
One copy of:
- Correspondence with the Division of Historic Resources concerning eligibility for the National Register of Historic Places.
- First time applicants that are nonprofit organizations: Tax exempt status letter from the IRS and a copy of the Letter of Good Standing that was received upon registering with the Attorney General's office.
- Photos, audiovisual materials, programs or brochures that show the artistic quality of your organization’s work. See Preparation of Work Samples for instructions on preparing work samples/support materials.
- Completed New Hampshire Nonprofit Checklist found at this link: http://www.nhcf.org/page16898.cfm. This checklist conveniently lists all the Legal requirements for NH Nonprofit Organizations.
NOTE: Registration of IRS 501 (c) (3) nonprofits is required every five years, for the years ending in 0 or 5. This registration may be done on-line at www.sos.nh.gov.
How to Prepare the Application Package
1. Fill out and sign the original application/budget form and make 5 copies.
2. Complete and make 5 copies of the answers to the narrative questions.
3. Collate the original signed application form and copies with the project budget form, narrative, bids and appropriate support materials, resulting in 6 sets that include one copy each of all required documents.
4. Include one copy of your correspondence with the Division of Historic Resources concerning your eligibility for the National Register.
5. The original application and one set of collated support materials are for State Arts Council files. Add to this set the single copy of the IRS letter, if applicable.
6. Do not use binders or folders for the 6 separate sets of collated materials. Staples and clips are acceptable. Separate large envelopes may be used to contain the collated supporting materials. It is helpful if you use post-it notes or label the application cover sheets to indicate original, set 1, 2, 3, etc.
7. Make one copy of everything for your own files!
8. Put everything together in one package and mail or hand-deliver to: NH State Council on the Arts, 2 1/2 Beacon Street, Suite 225, Concord, NH 03301.
Why all these copies?
The originals are for the State Arts Council's files. Additional copies are for each panelist who will read your application prior to discussion at the panel meeting.
Deadlines
Applications must be postmarked or hand-delivered to the State Arts Council's office at 2 1/2 Beacon Street, Suite 225, Concord by 4:15 p.m. on the deadline date noted above. Office hours are Monday - Friday 8:15 a.m. - 4:15 p.m. Our office is closed all state and most federal holidays. Late applications will not be accepted. The Council cannot accept applications transmitted by facsimile (FAX) or email. It is not responsible for applications lost in transit. Errors and omissions may affect a panel's evaluation of your application; so please prepare your application carefully and follow instructions.
Notification
Applicants will be notified within approximately ten weeks of the application deadline.
Payment
The NHSCA disburses funds appropriated from public sources, both federal and state. Checks are issued by Administrative Services of the State of NH, not the Department of Cultural Resources or the State Arts Council. Upon receipt of properly executed grants forms, the State of New Hampshire generally pays grants under $5,000 to grantees within 4 to 6 weeks. If a grantee is awarded $5,000 or more or has received other State Arts Council funds which brings the cumulative total received with the state’s fiscal year (July 1 – June 30) to $5,000 or above, grants need to be approved by Governor and Executive Council; consequently, payment can take up to 10 weeks. All awards are subject to availability of state and federal funds. Therefore, we ask grantees to plan cash flow accordingly.
Grants for capital projects will not be paid until the Determination of Eligibility process is complete and the plans for the facility have been reviewed by the Division of Historical Resources.
IMPORTANT:
- All grant agreements must be returned by January 15th of the fiscal year (July 1 to June 30) they are awarded. Failure to return the grant agreement by that date could result in cancellation of the grant and reallocation of funds.
- Payment of a grant will be withheld if final reports for previous grants are not in compliance with policy below.
Grant Period & Reporting Requirements
The grant period is July 1, 2009 - June 30, 2010. A final report is due 30 days after the completion of your project, but no later than July 31, 2010. An extension of up to three months may be requested. The request for extension must be made, in writing, before the deadline for filing has passed to the grant coordinator responsible for administering the grant and should briefly note why the extension is necessary and the date the report will be submitted. Failure to submit the final report by the required date will result in the organization becoming ineligible to apply for NHSCA funding for two years. Additionally, failure to submit the final report may result in a withholding of funds from any currently awarded NHSCA grant.
Click here for the Final Report Download Center.
Last updated:
November 20, 2008
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