Managing Your Grant

Congratulations on your award!

The Wellfleet Cultural Council has moved to a Direct grant-based system. This means you will no longer have to wait until your project is completed to receive funding.

There are just a few, but very important, steps to make this process smooth and successful.

PLEASE READ THE FOLLOWING CAREFULLY

To receive funds, Grantees must sign a Grant Agreement Form pledging to:

  • Ensure the funded program is accessible to people with disabilities and does not discriminate on any basis

  • Comply with Wellfleet local guidelines or conditions

  • Notify the Local Cultural Council of any material changes to the funded program

  • Properly credit the Local Cultural Council and Mass Cultural Council for their financial support

  • Submit a Final Report upon completion of the project

  • Return the grant funds, in full, if the project is not completed as approved

FORMS

  • Download the Grant Agreement Form (in the Direct Grant Process section) HERE

  • Download the W-9 tax form (in the Direct Grant Process section) HERE

  • These forms (with original wet signature) must be MAILED (no emails) to Wellfleet Cultural Council, 300 Main St., Wellfleet, MA 02667

It is important to keep in mind the following requirements as you complete your project:

·      Communicate with your Council Liaison. You will be assigned a liaison who will be available to answer your questions, help guide you through this process, and complete your grant obligations. It is important that you respond to all your liaison’s communications in a timely manner.

·      You are required to acknowledge the financial support of the Wellfleet Cultural Council and Mass Cultural Council in published materials and announcements about your project. This credit is required by Mass Cultural Council, and failure to comply may jeopardize future funding. This includes informing your performance venue of this requirement and emphasizing the importance of including this admonition in their promotion of your event.

 

BEFORE YOUR EVENT

Funds will not be sent until the required forms (Grant Agreement and W9) are submitted as outlined above.

Thank your local elected representatives:

Write a letter of thanks to your state and local legislator(s) for the public support you received. This is a crucial step to ensure continued funding.

Senator Julian Cyr: julian.cyr@masenate.gov

Representative Hadley Luddy: Hadley.Luddy@mahouse.gov

Wellfleet Select Board: BOS@wellfleet-ma.gov

Promote your event:

If your project/event is open to the public, they must be made aware of it. We will include your event in our monthly/bi-monthly Wellfleet Cultural events email and, if taking place in Wellfleet, on the Cultural District’s events website. We will also promote you on our social media accounts to help spread the word, but the bulk of the promotion is your responsibility.

Please let us know when your event is taking place and give us plenty of lead time. At least one month before your event, send all pertinent information plus any graphics - standard flyer (8.5x11) or Instagram square format are both acceptable - to your project liaison and wellfleetculturalcouncil@gmail.com.

Credit Wellfleet Cultural Council and Mass Cultural Council in your marketing and announcements. Wellfleet Cultural Council and Mass Cultural Council graphic files are available HERE. A tool kit that includes the full terms of credit requirements can be found HERE. If you are presenting your event or program at a venue (e.g., the Library, Adult Community Center, Preservation Hall), please provide the logos and remind them that crediting WCC and Mass Cultural is a requirement of your grant agreement as noted above.

Keep notes and records - you must provide a final report within two weeks of your project completion. That report will ask about number of attendees and documented proof that the WCC has been credited, among other things. More information on this below.

Keep in touch with your assigned Cultural Council Liaison, especially if there are anticipated changes to your project. Changes must be approved by the WCC..   

AFTER YOUR EVENT

GRANT REPORT

Download Grant Report HERE

Submit the report within 2 weeks of project completion

• Note the date the project was completed

• Report the actual total cost of the completed project (no receipts required)

• Report number of participants/attendees

• Provide proof of credit to the Wellfleet Cultural Council and Mass Cultural (copies of flyer, program, screenshot from website, etc. )

SUBMIT FINAL REPORT FORMS

• Send the completed Grant Report to Wellfleet Cultural Council, 300 Main St., Wellfleet, MA 02667 or email wellfleetculturalcouncil@gmail.com

DEADLINES

Your program/project must be concluded by the end of the calendar year, and your final grant report should be sent no later than two weeks after your project is completed. However, in all cases, it must be received and postmarked by December 31st of that year.

Extension and Modification Requests

If you need additional time to complete your project, your request for an extension must be made in writing, explaining the need for extra time. Grant recipients also need the Council’s written permission to make changes to their projects.  Project modifications must be requested in writing, and the modification should not significantly alter the original purpose of the approved application. These requests can be made via email to your Wellfleet Cultural Council Liaison. Extension and modification requests are reviewed on a case-by-case basis and are not automatically granted.

Project/Program Completion Concerns for Direct Grants

If the council is not satisfied that the project was completed as per the Grant Agreement Form, the council will contact the grantee with its concerns and allow the grantee the opportunity to respond. If it is still possible, two council members and the grantee may work out a compromise solution, which should be finalized in writing (email or hard copy). If a compromise cannot be reached, the council must convene a quorum of LCC members to vote on whether to formally request repayment of funds in accordance with the agreement. The council may vote for full, partial, or no repayment.

Grantees that do not repay the grant funds to the Local Cultural Council will jeopardize future funding. Councils have the leeway to state in their Grant Agreement Form the penalties that will occur if grant funds are not repaid. (For example, the grantee would not be able to apply for funding for a certain amount of time.)

Local Cultural Councils will request repayment in writing and make a good faith effort to secure the funds. If the grantee is not responsive, the council will institute the penalties as outlined in the Grant Agreement Form.