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American Repertory Theater

Portfolio

Application Process

Portfolio grants support Massachusetts-based organizations with year-round operations that have public cultural programming in the arts, humanities, or sciences that benefits Massachusetts residents. These organizations have earned their support from the Portfolio through a long and consistent history of successful applications in a competitive process.

If your organization receives Portfolio support, you reapply by continuing to meet eligibility requirements, and by meeting all annual report requirements by the annual deadlines to avoid penalties.

How to Apply

  1. Find out if your organization is currently receiving a Portfolio grant. If not, you can apply for funding through Gateway.

  2. Continue to meet Portfolio program guideline and grant requirements as outlined below.

     

Program Guidelines

Eligibility

Portfolio support is available to the following:

  • Fully-cultural organizations: You must be a Massachusetts recognized 501(c)3 organization. Your primary mission must be to promote access, excellence, diversity, or education in the arts, humanities, or sciences.
  • Cultural Affiliates: This is the name that given to semi-independent programs that operate under a non-cultural parent organization. The primary mission must be to promote access, excellence, diversity, or education in the arts, humanities, or sciences.

Portfolio 501(c)3 organizations must:

  • Offer public cultural programming in Massachusetts every year and maintain year-round operations in Massachusetts.
  • Have a 501(c)3 designation with the Internal Revenue Service which is currently active.
  • If you are incorporated outside of Massachusetts, you must have a current certificate of registration from the Secretary of the Commonwealth to operate as foreign corporation within Massachusetts.
  • Be a “fully-cultural” organization, or a Cultural Affiliate (both are defined above).
  • Have minimum annual cash expenses of $50,000 based on a three-year average.

Portfolio Cultural Affiliates must meet these additional requirements:

  • Manage your own budget.
  • Have at least one full-time (min. 30 hours per week) compensated administrative staff position dedicated solely to operation of the cultural entity.
  • Have your own advisory board that meets regularly to discuss policy, strategic direction, and resource development plans to ensure long-term sustainability.

Fiscal Agents/Fiscal Sponsors

Organizations using the services of fiscal agents or fiscal sponsors are not eligible for Portfolio grants. These organizations might be eligible to apply for Projects grants. Portfolio grantees may act as Fiscal Agents/Sponsors for other organizations. The funds under fiscal agents/sponsors must be reported as “pass through monies” on your CDP Survey, and are not included in your cash expenses as part of the Formula.

Grant Amount

Portfolio grants are based on a formula. The formula is calculated on the following:

  • A three-year average of your cash expenses as reported in the DataArts Cultural Data Profile,
  • The total funds allocated to the Cultural Investment Portfolio by the Mass Cultural Council based on our annual legislative appropriation.

Portfolio grants include these additional restrictions:

  • For Cultural Affiliates, the grant contract will be with the parent organization and the grant is restricted to the activities of the Cultural Affiliate.
  • The maximum grant amount for a Cultural Affiliate is 25% of the largest grant amount for the Portfolio. For example, if the largest Portfolio grant awarded in a fiscal year is $60,000, the largest Cultural Affiliate grants will not exceed $15,000.
  • No single parent organization will receive more than $30,000 in Cultural Investment Portfolio funding. For example: if a college has several programs that receive Portfolio, Gateway, or Project grants, the total will not be more than $30,000.
  • A Portfolio grantee may not receive an award that is more than 10% of its cash expenses in any one fiscal year. If a grantee’s cash expenses drop below this threshold, the following year’s grant will be adjusted to not exceed 10% of the previous year’s expenses.
  • If a grantee fails to meet the 1:1 match requirement, the following year’s Portfolio grant will be adjusted to the amount that is matched by the grantee.
  • Cash expenses are verifiable by audit, IRS form 990, and/or filings with the Massachusetts Attorney General’s Office. Cash expenses do not include in-kind support, fiscal sponsorship monies, grantmaking expenses, or other pass-through funds.
  • Intentional misrepresentation of finances, as it may affect the formula, is cause for cancellation of Mass Cultural Council grants and deletion from the Cultural Investment Portfolio program.

Mergers

If a current Portfolio, Gateway, or Project grantee merges with another organization or program, the new organization will be reviewed to ensure that its mission, organizational structure, and programming are eligible for Cultural Investment Portfolio (CIP) funding. Please contact CIP staff early in the merger to determine CIP funding implications, which could include a decrease to your CIP grant. For recently merged organizations, a site visit is strongly recommended in the year following the merger.

Grant Requirements

Portfolio grants recipients must complete the annual reporting requirements to be eligible for a grant in the next year.

The following reporting requirements MUST be completed by 11:59:59pm EDT on May 31 to avoid penalties to your grant for the following year.

    • If May 31 is on a weekend, the deadline will be the following Monday.
    • If you do not complete all of the requirements by the deadline, there will be a 25% penalty to your grant for the following year. You have an extension for additional week. If you still haven’t completed your requirement by this time, your organization will be suspended and not receive a grant for the following fiscal year.
    • PLEASE NOTE: THIS IS A CHANGE FOR FY20 REQUIREMENTS.

DataArts

Portfolio grantees are required to complete the DataArts Cultural Data Profile (CDP) Survey each year. This is an online financial management, data collection, and research tool. The CDP Survey is based on your most recently completed fiscal year.

Your DataArts Requirement is complete once you have done the following:

  • Created a new CDP Survey and entered data for your most recently completed fiscal year
  • Generated a CIP Funder Report which includes the most recent 3 years of data
  • Received staff approval of your Funder Report. Your Funder Report is reviewed by staff for completion and accuracy of data. If there are errors or omissions, you will be required to make changes and generate a new Funder Report. You have not completed the requirement until this step is completed.

Month Deadline: Each Portfolio grantee has a month deadline, based on your organization’s fiscal year end. This is the month that you are expected to complete the DataArts requirement. Typically, the Month Deadline is no later than nine months after your fiscal year ends. We will work with you to set a deadline that your organization will be able to meet.

Please note: the CDP Survey only collects historic data; you do not enter data for a fiscal year that has not closed. This means that the fiscal year has ended and the you have completed your 990 and audit for that year.

  • If your organization receives an annual audit or review, you will work from your finalized, board approved versions.
  • If your organization is not reviewed or audited annually, you will work from their finalized, board approved year-end financial statements.
  • If your organization is an arts program/department within a larger institution (a “Cultural Affiliate), it should enter data based on internal financial statements for the program/department only. It should not include financial or programmatic information for the larger institution.

All Portfolio grantees are strongly encouraged to include a balance sheet in the CDP Survey, even if the organization is not audited.

Your organization must complete a new CDP Survey annually. Your grant contract will specify which fiscal year you are required to use for your report.

CIP Annual Report

The CIP Annual Report serves as a confirmation of your organization’s ongoing eligibility for Portfolio grants. It acts both as a final report for the current year, and as the ‘application’ for funding for the following year. It contains:

  • Organization Review

An opportunity for you to share concerns, or significant changes to your mission, programming, staffing, or board. It also includes a few statistical data points which the National Endowment for the Arts requires the Mass Cultural Council to collect from grantees.

  • Attestations

Confirmation that your organization has completed its contractual requirements in the following areas:

To encourage the state’s continued support, we ask that grantees advocate on behalf of the cultural sector by explaining to legislators, in concrete and personal terms, the social and economic benefit of supporting a vibrant cultural community.

Portfolio grantees are required to complete two advocacy activities per year.

You need to connect with a member of the State government (not the Federal government), to tell them about the importance of supporting the cultural sector This could be a current State Senator, a State Representative, the Governor, or Lieutenant Governor, or a member of their staff. These are all people who play a part in the state budget process.

You need to talk about the cultural sector as a whole, not just your organization.

This needs to be direct contact, not simply attending an event that includes members of the Legislature.

 

    • Acknowledgement of Funding

Grant recipients are required to credit the Mass Cultural Council for funding.  Attachment D of your Contract Package or the online Credit and Publicity Kit has more details.

 

    • Policy Requirements

For FY21 Portfolio grants, every grantee will be required to attest to the following:

      • Your organization has a policy on Sexual Harassment,
      • Your Board of Directors annually approves an organization policy on ethics and best practices for boards. This needs to be formally approved by your Board, and you will need to provide the date that the board voted.
      • This attestation will be included in the FY20 CIP Annual Report. An organization that does not have these policies in place by that time will have a “Hold” on their grant contract for the following year.
  • Engagement Requirements

The Portfolio engagement requirement is an opportunity to build capacity, to expand your relationship with the Mass Cultural Council, and to have honest conversations about the challenges and opportunities facing organizations and the cultural sector. Portfolio engagement also provides professional development opportunities for leaders from Portfolio organizations. It is comprised of two components:

    • Service to the Grantee: Required for all Portfolio grantees.

Service to the Grantee engagements are focused on your organization’s needs and interests. The Mass Cultural Council will work with your organization to identify which engagement structure best addresses your current needs. The Mass Cultural Council will make the final decision of which of the possible engagement activities will meet the requirement.

    • Service to the Sector: Required for Portfolio grantees with Cultural Investment Portfolio formula expenses over $750,000 as of FY20.

Twice per four-year term, grantee leadership serve as a resource for other organizations in the Portfolio.

All Portfolio grantees are assigned a specific Mass Cultural Council fiscal year in which the Service to the Grantee component should take place. If your organization requests to temporarily move this component to an adjacent fiscal year (either sooner or later than required) in order to maximize effectiveness, CIP staff will discuss the process with the grantee, with final decision made by the Mass Cultural Council. You can see which fiscal year your organization has been assigned to here.

Match

Portfolio grants are subject to a 1:1 Match requirement. Matching funds may include earned revenue or private funds donated to your organization. The following may not be used as matching funds: In-kind contributions, other sources of public funding (i.e.: Local Cultural Council grants, Mass Humanities grants), and/or proceeds from the sale of collections.

Accessibility

The Mass Cultural Council and its grantees are contractually committed to abide by state and federal regulations which bar discrimination on the basis of race, gender, religious creed, color, national origin, ancestry, disability, age, gender identity, or sexual orientation, and which require accessibility for persons with disabilities. The Mass Cultural Council’s grantees sign a contract certifying that they will comply with ADA and Section 504. The Mass Cultural Council aims to help grantees understand their obligations and recognize the opportunities that increasing access can provide for both the public and the grantee. Resources and additional are available on the Mass Cultural Council’s website.

Compliance Requirements

REMOVAL FROM THE CULTURAL INVESTMENT PORTFOLIO

An organization can be removed from the Cultural Investment Portfolio for the following reasons:

  • A grantee organization that is suspended for two years in a row (ex: an organization that misses the final reporting deadline two years in a row, or falls below $50,000 in formula expenses for two years in a row.)
  • Elimination of public programming
  • Changes to the organization that make the organization ineligible for funding (ex: losing your tax-exempt status, or moving principle operations out of state)
  • Intentional misrepresentation of finances, programming, or other eligibility requirements
  • Changes in mission and/or programming to non-eligible activities
  • Changes to mission and/or programming that deviate significantly from the mission and programming that were in place when the organization was admitted into the Portfolio, either through Gateway, or the Council’s discontinued competitive Operating Support Program. Organizations making such changes will be reviewed, and might be required to re-apply to the Portfolio through Gateway. Organizations contemplating such changes are encouraged to contact CIP staff to determine funding implications.
  • An organization will be subject to review and possible removal from the Portfolio if a situation arises that creates grave concerns about an organization’s ability to effectively and ethically operate. These concerns could include but are not limited to the following:
    • Violation of ethics and standards as determined by professional associations in an organization’s field or discipline
    • Operations in violation of the provisions governing the operations of public charities

CONTRACT HOLDS

Under certain circumstances, Mass Cultural Council may place a “hold” on your grant contract/grant payment. This means that you won’t receive your grant contract until you are in compliance with necessary grant requirements and program guidelines. This is separate from any penalties for late compliance. Reasons for contract holds include:

  • Grantee hasn’t fulfilled Portfolio engagement requirement in a timely manner
  • Grantee has outstanding requirements for other Mass Cultural Council grant programs: There will be a hold on your contract if you have not completed final reports or other requirements to other Mass Cultural Council grant programs, including YouthReach or Festivals grants.
  • Changes to the DataArts Funder Report: You might be required to make changes to your Funder Report after the staff has reviewed it. If you have not made the necessary changes, including generating an updated Funder Report, your next contract will be held until you do so. This might result in changes to your grant amount.
  • The Mass Cultural Council may hold a contract for other reasons but will communicate with you on what needs to be resolved in order to receive your contract/funding. Resolution of the hold might prompt additional inquiry or action.

RESOURCE/INFRASTRUCTURE MAINTENANCE

The Mass Cultural Council has the right to withhold, reduce, discontinue funding, or apply restrictions to the use of Portfolio grant funds if a grantee does not notify the Mass Cultural Council of significant organizational changes, cannot carry out stated mission, or if it demonstrates inadequate financial management and oversight. The notification must be made in writing, and must provide reasonable advanced notice. In cases where a Portfolio grantee experiences serious organizational capacity issues, the Mass Cultural Council will work with that organization to address the challenge.

SUSPENSIONS

The Mass Cultural Council may suspend a grantee from the Portfolio if you do not meet annual grant requirements. You will not receive a contract or a grant for the contract year. If your organization is suspended for two consecutive years, your organization will be removed from the Portfolio. An organization that wants to return to the Portfolio will need to apply through Gateway.

Reasons for suspension include:

  • Your organization has not resolved a contract hold
  • Your organization temporarily fails to meet eligibility requirements (for example: temporary suspension of public programming, CIP formula expenses drop below $50,000)
  • Your organization does not complete the reporting requirements (DataArts and/or CIP Annual Report) by the extension deadline.

If your organization is suspended, you must continue to meet eligibility requirements and complete all annual reporting requirements for the following year, even though you will not receive a grant.

Reconsideration Policy

You may request reconsideration of a Mass Cultural Council decision if you can show that the Mass Cultural Council did not follow published guidelines and procedures. Dissatisfaction with the denial of an award is not grounds for reconsideration. You must send a written request to the Mass Cultural Council’s Executive Director within 30 days of the date of notification of the decision. Any request will be reviewed by the Mass Cultural Council Grants Committee and the Council.


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