Local Guidelines
I. Program Purpose and Review Criteria
The purpose of the Berlin Cultural Council is to provide and maintain the vitality of local cultural resources and to insure these resources are shared within the Berlin community. The Council is committed to funding a diverse cross-section of activities. We support a broad variety of art forms, the ongoing work of individual artists, environmental education projects, collaborative proposals that bring together artists and other types of organizations, local cultural groups and projects that serve specific populations – youth, elders, low-income, disabled.
Based on input received during a community-wide survey conducted in January, 2015, the following types of programs will be given priority in funding:
Community-wide events that are conducted in Berlin, and are open to a broad cross-section of the community, that are intended to build a sense of community as well as offer cultural experiences. Examples include:
- Demonstrations, festivals, concerts, plays, or other similar events.
- Events or programs that provide educational enrichment to the youth of the community, including our teen-agers.
- Programs that support and/or celebrate the preservation of history within the community.
- Professional development of local artists through community events or programs.
- Programs that provide an opportunity for families to experience culture together (science, nature, music, art forms).
Applications are evaluated in terms of several review criteria: artistic or creative merit; project design; qualifications, dedication and track record of the individuals and organizations involved; physical accessibility of any facilities being used; and community benefit/involvement. Proposals from schools and libraries must not request support for activities that should be or used to be part of the municipal budget (i.e., teacher’s salaries, classroom supplies, school-sponsored clubs and organizations, library books/videos, etc.). Enrichment projects utilizing outside professionals are allowed. Berlin-based applicants are given preference over those from out of town. The Council will carefully scrutinize repeated requests; such proposals should show other sources of support to show the project is not dependent solely on council funding.
II. Eligibility
Applicants can be: a) arts, humanities or interpretive science organizations; b) individuals including artists, science educators, historians or other humanists, parents, community members, etc.; c) community organizations including, but not limited to schools, social service organizations, business and civic groups, neighborhood centers, youth, senior, and family organizations, etc. Incorporated organizations must be nonprofit; unincorporated associations must have a nonprofit purpose. Individual applicants are required to be residents of the state of Massachusetts for at least one year; organizations must be organized and operating in the state for at least one year.
A specific venue and date(s) for the program or event must be identified in the application.
III. Timeline
Send application and support materials to the Berlin Cultural Council, 23 Linden Street, Berlin, MA 01503.
EACH YEAR APPLICATIONS MUST BE RECEIVED BY OCTOBER 15.
- Notification of Disapproved Applications, December
- Notification of Approved Applications, January
- Completion of Proposals and Request for Payment Due, TBA
IV. Application Process
Changes in the 2012 application forms dictate that applications must be completed on-line. The new forms are available on the Program Forms page and can also be found by applicants here. Once completed, applicants should send a hard copy to Berlin Cultural Council at 23 Linden Street, Berlin, MA 01503.
The Berlin library has access to the internet. When filling out the application, use the space provided to answer questions. One additional 8½”x11″ sheet to complete questions is allowed. Include six copies of the application with the original, and one set of supporting materials such as: resume(s) of key personnel, organizational brochures, letters of support/commitment, artist samples (video, slides, writings, portfolio, etc.). Answer questions clearly, simply, and as completely as space allows. Describe the project, any collaborators and address the review criteria. The budget is divided into Project Expenses and Revenue (income). These must be equal. You can include in-kind donations, that is, services, materials, or facilities which are provided at no cash cost to you. Include a self-addressed stamped envelope if you want materials returned.
Completed applications must be received by hand at the Town Clerk’s Office by October 15th, or be postmarked with that date.
V. Funding
Payments are made on a reimbursement basis only. Reimbursements generally take 8 to 10 weeks. Applicants are sent a reimbursement form to use for their payment request. Projects and payment requests need to be completed within a year of the final award notification. With permission of the Berlin Cultural Council, progress or interim payments may be requested for the portion of the project that has been carried out. Final reimbursement will not be made until the project is completed. It is requested that the Berlin Cultural Council is notified two weeks prior to the commencement of funded projects.
Due to the limited funds available and the high demand for support, the Berlin Cultural Council often awards smaller amounts than requested and asks that applicant’s find matching funds or scale back their projects. In cases where a project is partially funded the Council may request an explanation of how the project will be modified. Requests for extensions beyond the grant period will be considered on a case-by-case basis and must be submitted in writing no later than one year from the date of the approval letter. The Council will review and vote on the request and notify applicants in writing of its decision.
VI. Acknowledgment
In all published materials and announcements regarding the activities supported by Berlin Cultural Council funds, the sponsoring group or individual must acknowledge this support with a written and/or verbal credit statement or by using the Massachusetts Cultural Council logo. The credit statement is “This program is supported in part by a grant from the Berlin Cultural Council, a local agency which is supported by the Massachusetts Cultural Council, a state agency.” The logo is available online here or from the Massachusetts Cultural Council on a camera-ready slick sheet, or on diskette (Mac or PC). This credit is required by the Massachusetts Cultural Council and failure to comply may jeopardize future funding.
VII. For More Information
Please contact the BCC by email or contact a BCC member shown on the main page.