Illinois Public Museum Grants Program

The Public Museum Capital Grants Program is designed to help public museums in Illinois expand and upgrade facilities and create new exhibitions.

Application Guidelines

Please be aware that changes have been made to the Museum Capital Grants Program. These changes are reflected in the Application Guidelines and the Application itself. Please review them carefully. The most notable changes include:

• There will be no changes to the amount of funds requested in the application by the review committee. All applications will be reviewed on their merit as presented and the amount being requested. Applications will be funded at the level requested or not at all.

• Public Museum Capital projects are funded using bond funds and therefore require the use and oversight of a public bodies procurement guidelines to ensure proper stewardship of said funds. All successful applicants will be required to utilize the procurement guidelines of the local unit of government identified in the application.

• All successful applicants will be required to use a CPA for “Agreed Upon Procedures” in their billings. This includes any 50% project complete billing as well as the final billing. These costs are considered an eligible expenditure and can be included in your budget.

If you have any questions concerning these changes, please contact the Division of Grants at (217) 782-7481.

In order to receive full consideration, applications must be complete and received in our Office by 12:00 p.m. on May 7, 2012.

FY 2012 ILLINOIS PUBLIC MUSEUM CAPITAL GRANT PROGRAM

APPLICATION GUIDELINES

The following information is downloadable in MSword format.

You should also download the Guidelines for Capital Expenditures for Illinois Public Museum Capital Grant Projects.

The Public Museum Capital Grant Program is designed to help public museums in Illinois expand and upgrade facilities and create new exhibits and other physical facilities to enhance their abilities to meet their mission. Based on available funding sources and certification of eligibility, any public museum located in Illinois may be eligible to submit one application per grant cycle for a capital project.

The maximum amount to be awarded during the FY2012 Public Museum Capital Grant Program is $750,000. Projects will be reviewed solely on the merit of the application. No changes to the funding request will be initiated by the review committee as this could affect the bondability of the project. Applicants should plan accordingly.

These guidelines are designed to provide assistance to public museums as they prepare applications for grant funding consideration. Read the manual carefully before applying and follow the application checklist and instruction closely. They are the guides for completing and accurate application. If forms are being reproduced on a word-processing program, do not change the original format. If you have any questions, we encourage you to call the grants office at (217) 782-7481 or check the Illinois State Museum website at www.museum.state.il.us/programs/musgrants.

QUALIFICATIONS

To qualify for a grant under this program, the museum must establish to the reasonable satisfaction of the Director that:

• It is a public museum that has been open to the public, for its instruction and enjoyment, for at least two years;

• It is operated by or located upon land owned by a unit of local government or has been certified as a public museum in accordance with Section 3200.35 of the Administrative Rule governing this program;

• It is an organized, permanent institution that is tax exempt under the regulation of the US Internal Revenue Service;

• It meets generally accepted professional standards as in the accreditation programs of the American Association of Museums, American Zoo and Aquarium Association, American Association of Botanical Gardens and Arboretums, and other appropriate organizations;

• It has a professional staff;

• It cares for and owns or utilizes tangible objects;

• It is open to the public on a regular schedule and regularly collects attendance data and maintains sufficient records such that the attendance numbers can be audited;

• It presents regularly scheduled programs and exhibits that use and interpret objects for the public according to accepted standards;

• It has filed timely reports an complied with requirements for previous grant awards;

• It can provide any required matching fund amounts.

ELIGIBLE EXPENDITURES

The proposed project costs must be eligible for capital expenditures. Capital Expenditure is defined as an outlay of capital that confers long-term benefits that permanently improve the property’s value or usefulness. These generally include, but are not limited to one or more of the following purposes:

• Architectural planning and engineering design;

• Demolition (in preparation for additional work);

• Site preparation and improvement;

• Utility work;

• New construction of buildings and structures;

• Reconstruction or improvement of existing buildings or structures;

• Construction of permanent exhibits;

• Initial furniture and equipment integral to the project;

• Replacement of currently utilized assets by a better asset; and

• Expansion of existing buildings or facilities.

• CPA attestation of Project Billings

Work that constitutes repairs, maintenance or remodeling of a limited nature or scope, which is not done as part of a larger bondable project, shall not be considered bondable capital expenditures. A non-bondable project is generally one that maintains or preserves the existing conditions, use or size of a capital asset and that is neither in the nature of betterment nor a change to the capital asset’s condition, use or size. Generally, such work does not significantly add to the value of the capital asset nor appreciably prolong the life of the capital asset. The following are operating or other types of expenditures that are not considered capital expenditures:

• Projects with at total cost of less than $25,000;

• Acquisition of museum collections, objects, or specimens;

• Feasibility studies, long-range development plans, master plans, and historical or archaeological research;

• Development of temporary or traveling exhibits;

• Costs of repairs or maintenance that are normally anticipated to occur;

• Remodeling of a limited nature or scope that is not done as part of a larger bondable project;

• Costs of staff or resident labor and material;

• Operational and administrative expenses;

• Installation of fire alarms, smoke detectors, or connections of building monitoring systems to a central or off-site central monitor, unless included in a larger bondable project; and

• Purchase of vehicles or construction equipment.

A museum may also be certified though an attestation by a unit of local government that the museum is not operated by or located on land owned by a unit of local government but meets the criteria established in State law (23 ILCS 3200/35).

It is required, if applicable, to observe and comply with provisions of the Prevailing Wage Act (820 ILCS 130/4), which applies to the wages of laborers, mechanics and other workers employed in any public works, and with the prevailing wage requirements of the Illinois Procurement Code (30 ILCS 500/25-60). Also, 50% of the labor hours on the project must be performed by actual residents of the State of Illinois.

MC/DOC-1 Application Form

1. Public Museum Information:

1. Enter the public museum name; the address where it is located; county where the public museum is located; its web site address; and the year the public museum was established.

2. Enter the Federal Employer Identification Number (FEIN) belonging to the organization to which the grant funds will be issued. Indicate if the FEIN belongs to the public museum or the fiscal agent.

3. Enter the public museum's Illinois Senate District # and the Senator's name. Enter the public museum's Illinois House District # and the Representative's name. Enter the public museum's U.S. Congressional District # and the Congressional Representative's name.

1. Project Title & Description:

1. Enter the title of the proposed project.

2. Provide a concise description of the project for which grant funds are being requested. Do not include general information about the merits of the project. This information will be addressed in the narrative MC/DOC3. For large-scale projects, the project description should clearly identify the component or components of the overall project for which funding is being requested. If the project is a continuing phase of a project initiated in a previous year, clearly identify only the phase for which funds are being requested.

3. Estimated Project Costs. Enter the estimated project costs. Check which level of visitation the public museum has documented for the preceding calendar year. Based on the visitation numbers, enter the amount of matching funds required.

1. Contact Information – Public Museum:

1. The public museum information should only be entered here. If the CEO of the public museum is affiliated with the fiscal agent, enter that organization here. If no fiscal agent is involved (Item 4), then the CEO named here will be the recipient of all correspondence regarding the grant application (e.g., award and deficiency letters, contracts, etc.)

2. Enter information for the contact person for the public museum who will be able to answer questions pertaining to the grant application and who will be available Monday through Friday 8 a.m. - 5 p.m.

1. Contact Information – Fiscal Agent:

Fiscal agent information should be entered here only if the fiscal agent organization is not the public museum and if the fiscal agent will receive funds and/or incur costs for the public museum. The CEO named here will be the recipient of all correspondence regarding the grant application (e.g., award and deficiency letters, contracts, workshop notices.)

1. Local Government:

Provide the name of the unit of local government that either operates or owns the property on which the public museum is located. Public Museum Capital projects are funded using bond funds and therefore require the use and oversight of a public bodies procurement guidelines to ensure the proper stewardship of said funds. The unit of government identified here will be the public body whose procurement guidelines you will follow.

1. Matching Funds:

As a result of legislation passed in spring, 2002, the amount of matching funds required varies by the level of visitation for the preceding calendar year (see administrative rules, section 3200.20). Enter the total grant funds requested, which cannot exceed $1,000,000.

1. Specify the attendance numbers at the public museum's facility or facilities for the preceding calendar year.

2. Explain how the attendance is calculated (electronic, visitor book, fees, etc.).

3. Indicate visitation numbers so match amounts can be calculated.

4. Provide the amount of match dollars that will be required.

5. Provide the total amount of grant funds requested.

6. Status of matching funds, if required. Enter the source of the matching funds. List all matching funds to be provided. Mark (X) if the funds are local or private. Provide the dollar amount that is available or needed. “Matching funds” means local government and/or private funds committed to the project. State and federal funds are not eligible for matching funds.

7. If matching funds are needed, give a brief explanation of how the funds will be secured. Federal and state funds are not eligible to be used as matching funds.

8. Even if matching funds are not required, identify any outside funds committed to the project.

9. List all grant funds associated with the proposed project. If DNR grants are included, list the Project Number and give a brief status, indicating that the project is either completed or ongoing. If ongoing, specify the projected completion date.

1. Additional Required Information:

1. Provide the mission statement of the public museum.

2. Check whether or not the public museum presents regularly scheduled programs and exhibits that use and interpret objects for the public according to accepted standards. Give a brief description.

3. Describe the type of collections in the public museum's care.

4. Provide the name, title, and organization of the staff person or persons responsible for implementation of the project. There must be one paid professional employee, as per administrative rules, section 3200.10.

5. Indicate the hours and days of week that the public museum is open to the public. If open less than 1,000 hours per year, indicate the total number of hours.

6. Specify the public museum's operating expenses for the previous year.

7. Describe the type of ownership or long-term lease agreement the public museum has for the property where the proposed project will be located; number of years in effect; and any causes for early termination.

1. Required Documentation:

   1. Attachment 1: Provide documentation of the public museum’s not-for-profit status. Not-for-profit museums, other than units of local governments, must submit a current copy of their IRS Tax Exemption Letter. Units of local government who are acting as fiscal agent for a public museum must submit a copy of their most current Audited Financial Statement or a letter of verification that the public museum is a part of a unit of local government. The letter should be submitted on the unit of local government's letterhead and signed by the Chief Financial Officer.

   2. Attachment 2: Provide the public museum's Annual Report from the preceding year. This is the publication provided to its membership or the general public describing the public museum's programs. If no Annual Report is published a current brochure describing the museum and its programs is acceptable. If no brochure is available then a narrative describing the museum and its educational programming may be substituted.

   3. Attachment 3: Provide five copies of a Conceptual Development Plan for the project and, if applicable, for each project component. If provided as an architectural drawing, the sheets should be no larger than 11x17. If no architectural drawing/sketch is available, a detailed description should be provided. If a drawing becomes available at a later date, submit it to the grants office as soon as possible.

   4. Attachment 4: Provide a timeline of the anticipated construction schedule.

1. Attachment 5: Comprehensive Environmental Review Process form (CERP).

MC/DOC-2 Statement by the Chief Executive Officer of the Public Museum

This form provides the necessary assurance of compliance with the administrative rules and regulations of this program. At least one form with original signatures must be submitted with the application.

• Complete the box at the top of page 1.

• Mark the correct box to identify any match required in section j).

• Indicate the date that the Statement is executed.

• Identify the Chief Executive Officer (CEO) of the public museum and organization.

• The CEO of the public museum must sign this Statement.

• If grant funds will be issued to a fiscal agent on behalf of the public museum, the fiscal agent CEO should sign the Statement, indicating that there is an ongoing relationship with the public museum and the fiscal agent.

MC/DOC-3 Project Narrative

The Narrative should clarify the following:

1. Provide a clear and concise description of the project, stating its primary objectives. If the project is a component of a large-scale project, or if this project is a continuing phase of a project initiated in a previous year, clearly describe the component or components of the overall project for which grant funds will be used.

2. Describe the public museum's long range capital planning process and the level of planning that has been undertaken for the proposed project.

3. Describe how the completed project will improve the public museum’s ability to meet its mission and expand audiences, including reaching diverse, under-served groups.

4. Describe the level of community support for this project and how the project will meet community needs.

5. Describe the public museum's ability to complete the project successfully, including the availability of adequate financial resources, recognizing that grant funds are distributed on a reimbursement basis.

MC/DOC-4 Development Data

Complete the box at the top of the page.

Estimated Project Development Costs:

• Itemize major project components in relation to their budget categories. Delineate the project components and their associated cost estimates in sufficient detail to explain how the funds are being expended by category. The cost estimates should not be submitted as one lump sum, such as "General Construction, $200,000" or "Exhibit Construction, $200,000."

• The anticipated Construction Method should be identified. Indicate the method of construction that will be used to develop each item on the form by using the following codes: C = Contract; SS = Sole Supplier

• Provide a total of the estimated costs that will be incurred by the public museum and a total of the estimated costs that will be incurred by the fiscal agent

• Provide the combined total estimated project costs.

• Public museums must comply with applicable state statutes and local ordinances concerning bidding requirements for construction contracts and equipment/material purchases.

• Contingency costs are not eligible capital expenditures and should not be included as a separate line item. Other associated line items could be estimated at levels that allow for contingencies

• All of the project components listed must meet bondability requirements and be eligible capital expenditures. (See Administrative Rules Section 3200.10 - Capital Expenditures.)

  • Force account labor is not an eligible capital expenditure.

  • Donated labor and/or material are not reimbursable items.

  • Operational and administrative expenses are not eligible capital expenditures.

• Identify any architectural/engineering firms that will be used in completing the project.

Comprehensive Environmental Review Process (CERP) (Attachment 5)

This form is used by Illinois DNR to evaluate compliance of the proposed project with three state laws protecting cultural resources, threatened and endangered species, and wetland resources. If historic resources may be impacted, the public museum is encouraged to consult with the Illinois Department of Natural Resources, as early in the planning phases as possible. Contact for IDNR is Hal Hassen, 217-524-3759.

To receive full consideration, the following information must be included with the application:

• Public museum name and address, contact person's name, e-mail, phone, date of submittal, and the project title as indicated in MC-DOC1.

• Indicate if this is the initial request for funds through DNR for this project or a resubmittal. If a resubmittal, indicate if the project proposal has changed in any way from previous submittal(s).

• Indicate the project location by street address with city and county.

• Indicate on the form the Township #; Range #; Section # - For example: The Numeric Township will have a number and either an "N" or "S" (39N); the Range will have a number and either "E" or "W" (13E); and Section will be only a number (18).

• Fill out the Comprehensive Environmental Review Process (CERP) form and attach the relevant copied portion of a USGS 7.5 minute topographic map. Outline and indicate your entire project area on the map. If the surrounding grounds are not being disturbed, use an arrow to indicate the building. Maps are downloadable from the Illinois Natural Resources Geospatial Date Clearinghouse or available for purchase through the Illinois State Geological Survey (217) 333-4747; http://isgs.illinois.edu. Contact Rich Lewis, DNR CERP Coordinator, with questions about the CERP form (217) 785-5500.

• Conceptual Development Plan(s) - Attachment 3 (Provided with the grant application.)

• Check project type(s).

• Indicate if the building was built pre or post 1960.

• Concise Project Description should include a detailed overview of the project and a list of the project components included on MCDOC4. You may attach additional pages as needed.

• If the project involves a pre-1960s building you must complete page 2.

• Indicate the status of the project. If already underway explain what part of the project has already been completed.

• Provide architectural plans/specs including any landscaping or parking lots clearly indicating how the new addition will be joined to or physically affect the original building's structure.

• Provide a site plan clearly indicating the proposed project and any areas of potential effects. A site plan is an architect's/engineer's rendering of where each element goes within the project area and will show any changes drawn into the existing features of the project site. The drawing may indicate which of the proposed changes fall within the current phase of the project and which are for future proposals.

• Provide a narrative of the project building's history including age of the structure, the architect/builder, what the building's original purpose was, has been through the years, and is currently. List any modifications, alterations, and/or additions.

• Submit clear digital images showing exterior views of all sides of the building. If interior modifications are being made, digital images should also be submitted showing the areas to be modified. Submit one CD containing all images. You do not need to duplicate the CD when you make duplicates of the CERP and CERP attachments as per the Application Checklist requirements.