Cultural Facilities Fund
Systems Replacement Plan Grants
How To Apply
Read the program guidelines, then review specific Systems Replacement Plan grants requirements below.
Login or create a user profile in the new grants management system. (See details under “Application Instructions” below.)
Complete and submit an Intent to Apply by clicking “Apply Now” under the desired Cultural Facilities Fund grant category. (The Intent to Apply is just the first section of the online application.)
Complete and submit the online application, including supplementary materials by January, 14, 2022 at 11:59pm (ET).
Systems Replacement Plan Grants Guidelines
Goals of the Systems Replacement Plan Grant Program
The goal of the Systems Replacement Plan grant program is to provide small and medium-sized organizations with facilities of up to approximately 50,000 square feet and no full-time maintenance staff a tool to prioritize their capital maintenance needs. The Systems Replacement Plan will help managers and board members of cultural organizations get the objective information and analysis they need to address the cycles of maintenance and replacement for their facility. (Please note: some cultural facilities are located in buildings with non-cultural/arts activities. We can only fund planning for facilities with arts, humanities and interpretive sciences programming.)
Systems Replacement Plan grant amounts range from $7,000 to $12,500, and are determined by the square footage of the facility(ties) up to 50,000 square feet.
Mass Cultural Council staff can help you determine the appropriate grant request amount for your application. Contact Jay Paget with any questions.
With a Systems Replacement Plan grant, grantees will enter into contract with a pre-approved third-party consultant who will survey the building envelope (roof, walls, and entry systems) and the mechanical systems (heating, cooling, ventilation, plumbing, and pool filtration). The survey will provide the estimated usable-life expectancy and the approximate replacement cost of your building systems. At the conclusion of the survey, organizations will receive a 20-year Systems Replacement Plan which forecasts the necessary replacement schedule of specific systems and equipment.
As outlined in previous sections, the Cultural Facilities Fund statute establishes five threshold review criteria for all grants. All projects must provide evidence that they meet these statutory criteria to be considered for a Systems Replacement Plan Grant:
- The project is an “eligible project”.
- There must be a demonstrated community need for the project*.
- The project must be able to demonstrate that it will benefit tourism in the local area**.
- There must be a demonstrated financial need for a grant.
- The project must be able to demonstrate local support*.
*Please address “community need” and “local support” in terms of your cultural organization and/or programming.
**Tourism is defined as: “a person traveling 50 miles or more one way to a destination or who stays overnight”.
A complete application constitutes the submission of the online application, including supplementary materials by the final deadline of January 14, 2022 at 11:59pm (ET).
Mass Cultural Council has instituted a new online application system across all grant programs. CFF applicants will submit their applications through the new system. If you have applied to CFF in the past, a user profile may already exist for you in the new site.
- Please check to see if you already have a user profile in the grants management system via the following steps:
- Go to the online application.
- Click “Forgot Password?”
- Once you submit your email address, you will receive an email with a temporary password and a link to the site.
- Copy the password to use on the login page, you will then be prompted to create a new password.
- If you do not already have a user profile, complete a registration in the grants management system:
- Register as an Organization. You will select your organization using a search field or add it if it is not already listed. The organization is the applicant, and you are the primary contact for the application.
I. Intent to Apply
Submit an Intent to Apply by November 19, 2021.
Submitting the Intent to Apply is our way to check your eligibility before you fill out the entire application. It is the first section of the online application, in the “Project Information” tab.
Once you submit your Intent to Apply, you can find your application under “In Progress” on your grants management system home page. The information can be changed anytime up until the final application deadline. If you miss the Intent to Apply deadline, you can still apply up until the final application deadline.
You do not need approval from Mass Cultural Council after submitting the Intent to Apply to continue with the full application. Mass Cultural Council staff will contact you if any eligibility issues are identified.
- Complete the online application, including any updates or changes to the organization information in your user profile and the Project Information tab.
- Click the “Submit” button by the deadline, 11:59pm (ET) on January 14, 2022. You will receive an email confirming the submission. If you don’t receive the automated email receipt, go back to ensure the application has been submitted successfully. Be sure to save the PDF summary of your application for your records.
III. Required Supplementary Materials:
- Financial Information:
- Nonprofit organizations:
- Income statements and balance sheets since your last audit, accountant’s review, or 990.
- Audited financial or draft audit statements for the two most recent fiscal years. (If your organization’s annual budget is less than $500,000 and no audited financials are available, please provide the review statement by the accountant or internally prepared income and expense statements and balance sheets for the two most recent years. Audit statements are not required if the applicant is a municipality, but are required for all 501(c)3s including colleges and universities.)
- Nonprofit organizations:
- Municipalities: Facility-specific financials for the last two years for the subject facility. Audit statements are not required.
- Colleges and Universities:
- Audited financial statements for the two most recent fiscal years.
- Facility-specific programmatic financials for the last two years for the subject facility.
- Board list with affiliations (not required for municipalities).
- Copy of Current Long-Range Plan, if available.
- Copy of IRS 501(c) (3) Tax Exemption Letter (if applicable).
- Copy of the lease, deed, ground lease, or use agreement for your facility.
- Images of the overall site as well as specific areas of work.