museum capital grants

ILLINOIS PUBLIC MUSEUM GRANTS PROGRAM Administered by
The Illinois State Museum (ISM)
and The Department of Natural Resources (DNR), Division of Grant Administration

CAPITAL GRANTS PROGRAM ADMINISTRATIVE RULES Effective September 15, 1999

TITLE 23: EDUCATION AND CULTURAL RESOURCES
SUBTITLE B: CULTURAL RESOURCES
CHAPTER II: DEPARTMENT OF NATURAL RESOURCES
PART 3200
PUBLIC MUSEUM GRANTS PROGRAM
SUBPART A: CAPITAL GRANTS PROGRAM

Section

3200.5 Authority

3200.10 Definitions

3200.15 Purpose

3200.20 Eligibility Criteria

3200.30 Funding Determination (Repealed)

3200.40 Application Procedure

3200.50 Application Schedule

3200.60 Review Criteria and Selection Procedure

3200.65 Awards

3200.70 Eligible Expenses

3200.80 Process for Payment

3200.90 Program Information/Contact

AUTHORITY: Implementing and authorized by Section 1-25(22) of the Department of Natural Resources Act [20 ILCS 801/1-25(22)].

SOURCE: Emergency rule adopted at 3 Ill. Reg. 11, p. 18, effective March 1, 1979, for a maximum of 150 days; emergency expired July 28, 1979; adopted at 4 Ill. Reg. 18, p. 113, effective April 22, 1980; amended at 5 Ill. Reg. 5649, effective May 18, 1981, codified at 8 Ill. Reg. 1448; amended at 10 Ill. Reg. 4536, effective February 28, 1986; recodified from the Department of Energy and Natural Resources to the Department of Natural Resources at 22 Ill. Reg. 11230; emergency amendment at 22 Ill Reg. 17381, effective September 17, 1998, for a maximum of 150 days; emergency expired February 15, 1999; emergency amendment at 22 Ill. Reg. 22097, effective December 3, 1998, for a maximum of 150 days; emergency expired May 1, 1999; amended at 23 Ill. Reg. 11926, effective September 16, 1999.

Section 3200.5 Authority

For the purpose of determining eligibility of Illinois public museums, as defined in Section 1-25(22) of the Department of Natural Resources Act [20 ILCS 801/1-25(22)], so that such museums may qualify for support under Public Act 80-218 ("Act"), this Part is promulgated.

(Source: Amended at 23 Ill. Reg. 11926, effective September 15, 1999)

Section 3200.10 Definitions

"Capital Expenditure" means an outlay of capital that results in the acquisition of property or permanently improves its value or usefulness. For purposes of this program, capital expenditures include, but are not limited to, one or more of the following: land and building acquisition; demolition (in preparation for additional work); site preparation and improvement; utility work; new construction, rehabilitation, major renovations, or expansion of buildings and structures; original furnishings and equipment; replacement of currently utilized assets, by a better asset including permanent exhibits; and any other work that significantly increases the service potential of a building, structure, or exhibit as well as necessary project management fees and associated architectural planning and engineering design services. Acquisition of museum collections, objects, or specimens are not considered capital expenditures.

"Care" means the keeping of adequate records pertaining to the provenance, identification and location of the museum's holdings, and the application of current professionally accepted methods to their security and to the minimization of damage and deterioration.

"Community" means the population base normally served by the museum.

"Department" means the Illinois Department of Natural Resources.

"Director" means the Director of the Department.

"Fiscal Agent" means an affiliated entity that may expend and receive funds on behalf of the public museum. A certification statement must be signed by the chief executive officer of the public museum if grant funds are to be distributed to a fiscal agent on behalf of the public museum. The certification shall reflect: that there is an ongoing relationship between the museum and the fiscal agent; that the fiscal agent may incur expenses for the museum's project; and that grant funds will be used specifically for the public museum project.

"Matching Funds" means local government and/or private funds equal to at least two-thirds of the incurred capital expenditures considered integral to the overall approved grant project scope. Matching funds cannot include federal or other State funds.

"Nonprofit" means that the public museum has documentary evidence of its tax-exempt status under the regulations of the U.S. Internal Revenue Service.

"Organized" means that the public museum is a duly constituted body with expressed responsibilities.

"Permanent" means that the public museum has existed for at least 2 years and is expected to continue in perpetuity.

"Professional Staff" means that the public museum has at least one paid employee, who commands an appropriate body of special knowledge and the ability to reach museological, zoological, aquarium, or botanical (whichever shall be applicable) decisions consonant with the experience of his or her peers, and who has access to and acquaintance with the literature of the field, and that such employee works sufficient hours to meet adequately the current demands of administration and care.

"Public Museum" means a facility that has been open to the public, for its instruction and enjoyment for at least two years and that is operating for the purposes of promoting cultural development through special activities or programs and acquiring, conserving, preserving, studying, interpreting, enhancing, and, in particular, organizing and continuously exhibiting (subject to temporary interruption due to construction or catastrophe) specimens, artifacts, articles, documents and other things of historical, anthropological, archaeological, industrial, scientific or artistic import.

"Schedule" means regular and predictable hours which constitute substantially more than a token opening, so that access is reasonably convenient to the public.

"Tangible Objects" means specimens, artifacts, articles, documents; non-domesticated plants or animals, including fish; and other things of historical, anthropological, archeological, industrial, scientific or artistic import that form the public museum collections and have intrinsic value to history, science, art or culture.

"Unit of Local Government" means counties, municipalities, townships, special districts and units, designated as units of local government by Illinois law, which exercise limited governmental power or powers in respect to limited governmental subjects, but does not include school districts.

(Source: Amended at 23 Ill. Reg. 11926, effective September 15, 1999)

Section 3200.15 Purpose

The Public Museum Capital Grants Program is designed to help public museums in Illinois expand and upgrade facilities and create new exhibits and other physical facilities to enhance the public museums' ability to meet their educational mission. The program provides up to 33 1/3% funding assistance on a reimbursement basis to eligible applicants for approved capital expenditures on public museum facilities.

(Source: Added at 23 Ill. Reg. 11926, effective September 15, 1999)

Section 3200.20 Eligibility Criteria

Any public museum located in Illinois shall be eligible for grants for capital purposes if it establishes to the reasonable satisfaction of the Director that:

a) It is a public museum that has been in existence for two years and that is operated by or located upon land owned by a unit of local government.

b) It is an organized, permanent institution that is tax exempt under the regulations of the U.S. Internal Revenue Service;

c) 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.

d) It has a professional staff;

e) It cares for and owns or utilizes tangible objects;

f) It is open to the public on a regular schedule;

g) It devotes the majority of its floor space or grounds and professional staff effort to museological purposes;

h) It can match a State grant with $2 of local or private support for each $1 of State money; and

i) It has filed timely reports and complied with requirements for previous grant awards.

(Source: Amended at 23 Ill. Reg. 11926, effective September 15, 1999)

Section 3200.40 Application Procedure

a) Any public museum seeking a grant for capital purposes in the current year shall send 5 copies of a completed application supplied by the Department, and one copy of each attachment, that includes:

1) Application Form.

2) Certification Statement executed by the chief executive officer of the public museum that states that the museum is in compliance with the eligibility criteria of this program.

3) Project Narrative Statement.

4) Development Data Form including costs, a conceptual plan, and construction schedule.

5) Land Acquisition Data, if applicable.

6) The annual report of the public museum for the year preceding its application.

7) Cultural Resources, Endangered Species and Wetlands Review Report (CERP).

A) that there is an ongoing relationship between the museum and the fiscal agent;

B) that the fiscal agent may incur expenses for the museum's project; and

C) that grant funds will be used specifically for that project.

)

Section 3200.50 Application Schedule

Section 3200.60 Review Criteria and Selection Procedure

Department staff will review the project application for:

1) Completeness of application.

2) Evidence that the public museum meets all eligibility criteria, as defined in Section 3200.20.

3) Project's feasibility with regard to operational capacities of the public museum.

4) Adequacy of cost estimates and construction schedule estimates.

5) Meeting community needs.

6) Effectively enhancing the museum's educational mission.

7) Expanding audiences, including reaching underserved groups.

8) Compliance with requirements of previous grant awards.

1) The Director will appoint a panel of 5 citizens with backgrounds and experience relevant to the activities of museums and their educational contributions who will review proposals and then make recommendations for funding. Such citizens shall not be current employees of any museums in the State of Illinois that are eligible to apply for this grant program. The Director shall have the authority to call upon the expertise of non-residents of the State for additional advice on the program and its administration.

2) Names of candidates for the peer review panel will be solicited from museums throughout llinois.

Section 3200.65 Awards

Section 3200.70 Eligible Expenses

Section 3200.80 Process for Payment

1) Acquisition of Property: Proof of good faith negotiations or fair market value offer to land seller, copy of warranty deed (Judgment Order in case of condemnation and title insurance for any deed less than warranty) showing ownership transferred to the local project sponsor, and copies of documents showing proof of payment to seller.

2) Development of Permanent Improvements: Copy of receipts/invoices for project costs, and copy of documents showing proof of payment.

Section 3200.90 Program Information/Contact

(Source: Added at 23 Ill. Reg. 11926, effective September 15, 1999)

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