The Northampton Arts Council is an organization whose goal is to support and promote the arts in Northampton. Originally created as a Local Arts Lottery Council, it began its work by administering a grants program in which proceeds from a state lottery are distributed to local artists, arts groups, and public schools.

LCC Grant Reimbursement

FY20 LCC Grant Reimbursement Guidelines

**NEW THIS YEAR** Northampton is participating in the MCC’s Direct Grant Program. Approved grantees will receive their funding upfront and not on a reimbursement basis. Detailed information including a grant agreement and final report forms will be supplied to grantees once awards are announced in January 2020.

In order to receive grant funds, the recipient must submit a completed Grant Agreement, which is provided by the council within two weeks of receiving the award announcement. The form serves the dual purpose of stating performance terms and conditions as well as a payment authorization. The grantee will also be asked to complete a W-9 which will be attached to the Grant Agreement.

All successful applicants must properly credit the Northampton Arts Council and the Massachusetts Cultural Council for providing funds to the project in all press materials, posters, programs, announcements, paid advertising by putting the Arts Council and MCC logos on the press materials. Failure to do so will result in loss of funding. An example of proper credit would be: "This program is supported in part by a grant from the Massachusetts Cultural Council and the Northampton Arts Council." Please add logos from both organizations to press materials as well. We strongly encourage sending a press release and a jpeg image of your poster to arts@northamptonma.gov two weeks prior to the project taking place so we can advertise the public component of your funded project.
Grant recipients have one year from the date on their award notification to complete their program and submit their final report. A Final Report, which includes the final report form, evidence that the even took place and was credited as promised (ex: programs, news clippings, press releases, photos, testimonies, videos, etc.), should be sent to the council within two weeks of completing the funded program, but no later than one year from the date of the award notification.

If the funded program or project is not completed, the grantee is responsible for returning the grant funds, in full, to the Local Cultural Council. Grantees that do not repay the grant funds to the Local Cultural Council risk jeopardizing future funding in accordance with Local Cultural Council grant agreement requirements.
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FY19 Grant Reimbursement Guidelines (If you received your award in the Fall 2018 Grant Round)

Download the LCC Grant Reimbursement FormLCC Fall Reimbursement Form for Grant Recipients

IMPORTANT: Funds are awarded on a reimbursement basis only. Request for payment must be made within twelve months of notification of grant award. All successful applicants must properly credit the Northampton Arts Council and the Massachusetts Cultural Council for providing funds to the project in all press materials, posters, programs, announcements, paid advertising by putting the Northampton Arts Council and MCC logos on the press materials. Failure to do so will result in loss of funding. An example of proper credit would be: "This program is supported in part by a grant from the Massachusetts Cultural Council and the Northampton Arts Council" as well as adding the logos to the materials. We strongly encourage sending a press release and image to arts@northamptonma.gov two weeks prior to the project taking place so we can advertise the public component of your funded project.

Northampton Arts Council Logo
MCC Logo


LCC (Local Cultural Council) GRANT ROUND

LCC grants work on a reimbursement basis only. In other words, you need to have paid for budgeted goods and services before we can pay you. The state and local guidelines on reimbursement of grant funds are detailed HERE. Please believe that we want to keep the reimbursement process as simple as possible, but we must satisfy some state-specified criteria before we can release your funds.

Please read the instructions on the cover sheet before filling out the form. Fill out the reimbursement form, a W-9 form, and include one example where the Massachusetts Cultural Council and the Northampton Arts Council received credit for funding the project. You can snail mail the completed and signed forms to the attention of Brian Foote, Executive Director, Northampton Arts Council, 240 Main Street #1, Northampton, MA 01060. You can also share the documents on google drive or email them to bfoote@northamptonma.gov with subject "LCC Grant Reimbursement."


We'll be looking for a couple of things in reviewing your request:

1. Your project must have been completed according to the description in your original application. Please enclose proof of performance, exhibition, etc. with your reimbursement request. Press releases, reviews, and/or programs are fine. You must also submit proof that you have credited the Northampton Arts Council and the Massachusetts Cultural Council for their support of your project as per the credit acknowledgement on your approval letter.

Publicity: We require that each award recipient email a press release and image file (.jpg preferred) to arts@northamptonma.gov. Please email the press release and image at least two weeks prior to the event or exhibition to the public. We will help to advertise the public component of your funded project on our website-http://northamptonartscouncil.org.

2. Your expenses must relate to the project as outlined in your application. Please submit documentation that proves you have paid these expenses, such as copies of receipted invoices from vendors or copies of cancelled checks. If any part of your grant money is being used to pay artist's fees for yourself, enclose an invoice for your time. Whomever the reimbursement check is to made out please have them fill out a W-9 Form and enclose it with the reimbursement documents.

3. Under certain conditions (for example, if your proposal is for a series of performances) you may receive progress payments. These are generally based on the percentage of the project that has been done. If you'll be submitting more than one reimbursement request, photocopy the enclosed forms so you'll have blanks for later requests.

Once we receive your reimbursement form, summary of expenses form and documentation, it may take 3-4 weeks to pay you. The Northampton Arts Council needs to approve your reimbursement and submit documentation to the city auditors. You will be mailed a check from the City of Northampton.

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