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APPENDIX F: Definitions

ADA Accessibility: as defined by Minnesota Accessibility Code
Authorized Officer: A representative, named by the applicant organization, who is legally authorized to act on behalf of the applicant organization and to assume the obligations imposed by federal and state laws, regulations, requirements, and conditions that apply to grant applications or grant awards.  Responsibilities include, but are not limited to signing grant agreements/contracts and overseeing changes in award terms and conditions.    
Bid: A price for services offered by a potential vendor. In order to demonstrate proper procurement practices, an applicant or grantee must solicit multiple bids for each grant project.
Bid Proposal: A document that explains in some detail what the potential vendor will provide for the price at which they agree to do the work. Often a response to the Request For Proposal issued by the grantee organization.
Capacity: 1.) The ability of the applicant organization to take on a grant project and see it successfully through to completion. 2.)The resources and ability of an organization to further its mission. Ideally every awarded grant will somehow enhance the capacity of the recipient organization. If organizations with fewer financial resources apply for large grants, the application should address the organization’s capacity to take on the cost and workload of such a project.
Condition: A requirement that must be met to ensure that the grant project meets Secretary of the Interior’s Standards and the Grant Guidelines. They can be placed on any size grant. They must be met in order for your project to be successfully closed. For example, a typical condition for research and report grants is submitting a draft of the report to the Grants Office for review and comment. Grantees can view Condition Reports in the Reports section of the grants portal.
Conflict of Interest: A circumstance where one is in a position to personally benefit from actions made in their official capacity. A conflict of interest can also occur in a situation where a person’s judgment or actions are influenced disproportionately by a secondary interest; such as, the possibility of career promotion or the desire to do favors for family or friends.
For example, the person writing the grant can’t be hired for the project. Members of the board cannot be hired as staff without their first stepping down from their board position.
Draft: An application that has not yet been submitted for one of the grant deadlines. The Project Director and Authorized Officer have edit access to the application when it is in Draft status.
Direct Costs: are eligible expenses related specifically to the project. 
Eligible expenses: Approved project expenses documented and contractually included in the budget table of the grant agreement. Eligible project expenses may only occur between the approved start and end dates of the grant.
Estimate: An approximate calculation of the cost and quality of needed goods or services. An estimate is helpful in determining the budget for the grant proposal; however, it is not appropriate financial documentation for the grant Final Report.
Fiscal agent: is an eligible applicant that has no active, vested interest in a project and is lending their tax exempt status to an ineligible applicant or only manages the financial aspects of the grant.  
Grantee: An eligible applicant organization that has successfully obtained a grant.
Grants Portal: The website where the online application is found and administration of the grants happens (including payment information and access to Milestone/Condition Reports and Final Reports).
Implementation: The final stage of progressive projects.  For example, installed exhibit, published book, and completed website.  Must be based on reviewed research.
Indirect Costs: are an organization’s overhead, administrative, or other expenses not specifically related to the project and maybe shared among other projects or functions. These are ineligible costs/expenses.
Letter of Critical Review: A letter from a qualified person knowledgeable about the grant project subject matter who is not involved in the project but who will give a comprehensive, objective analysis of the subject matter (exhibit text, manuscript, script, etc.). At least one of the letters must be from a person outside the applicant organization, although best practice would be to have both letters come from individuals outside the applicant organization to ensure a non-biased, independent content review. The person chosen for critical reviews cannot be involved in the project and must have proper credentials (e.g., an expert in the subject matter).
Match: A measurement of time and/or money that the applicant organization estimates it will put toward the grant funds. A funding match is not required at any level in the Minnesota Historical & Cultural Heritage Grants Program. Matches, however, are always encouraged; in fact, they are listed as an additional criterion for evaluating grant applications. Funding matches are one way to measure local buy-in and commitment to a project, demonstrating a community’s investment in seeing a project through to completion. For larger grants, the presence of a local match can also be seen as a measure of the applicant’s capacity to carry out the grant project and of the project’s sustainability.
Measurable Outcomes: This addresses a requirement in MS 16B, Subd. 2. (a), which states “a project or program receiving funding from the Arts & Cultural Heritage Fund must include measurable outcomes and a plan for measuring and evaluating the results.” Outcomes for various types of projects will vary greatly; guidelines for each project category provide additional guidance on this matter.
Milestone: A requirement that must be met to ensure that the grant project meets Standards and/or the Grant Guidelines.
Plagiarize – to steal or pass off the ideas or words of another as one's own; use another's production without crediting the source; to commit literary theft; present as new and original an idea or product derived from an existing source. (American Heritage Dictionary).  The Grants Office cannot accept plagiarism in applications, drafts, or final products.
Pre-application (aka initial or draft): This is a required part of the application process for large Minnesota Historical and Cultural Heritage Grants. Applicants receive constructive feedback from the Grants Office on the pre-application’s content. This feedback should be used to revise and resubmit the proposal, at which point it becomes the final draft of the application. The same application format is used for both pre-application and final.
Prevailing Wage: Prevailing wage is the minimum hourly wage employers must pay certain tradespeople who work on construction projects where state dollars are used to fund construction. The prevailing wage includes the employer's cost of benefits.
Procurement: Good faith effort to receive at least three bids or quotes for goods to be purchased and/or services to be hired. This process is intended to insure that public funds will be spent wisely and without prejudice, and is a necessary procedure when receiving public grant money.
Professional Standards: General guidelines, rules, or principles followed by professionals in their fields of study. For grant program purposes, industry standards in history, museums, and historic preservation would be among the professional standards grant projects should follow. Professional standards should be followed in all grant project work as well as in the production of the final product.
Project: An activity that requires detailed planning and often collaborative effort to achieve, with the purpose of accomplishing prioritized organizational goals or objectives. A grant project should have a purpose that clearly supports the applicant's mission and has a finite time frame with a distinct beginning and end, resulting in a product of enduring value. 
Project Director: A representative, associated with and named by the applicant organization, to direct the project and activities being supported by the grant. This person is the primary contact for the Grants Office during the life of the grant project and after.  Responsibilities include, but are not limited to coordinating the day to day project work; overseeing the work performed by contractors, vendors or consultants; maintaining necessary project and financial documentation; submitting milestone/condition reports, final reports, and grant project products to the Grants Office; and requesting changes to award terms and conditions if necessary. A Project Director cannot be a person who may be hired to perform work as vendor, contractor, or consultant on the project.
Project Product: The tangible end result of the grant project which is part of the enduring value and sustainability of the project.
Public Benefit: Projects supported through this grants program are expected to demonstrate public benefit. Applicants must consider what the project’s potential public benefit will be as they shape the project, identify its goals and objectives, and develop a plan for evaluating its results. The final project product must be of public benefit.
Request for Proposal (RFP): is a solicitation document issued by grantee to prospective contractors, vendors, or consultants that outlines the bidding process and contract terms, and provides guidance on how the bid should be formatted and presented.
Scope: The boundaries of a given project, which will be detailed in the Work Plan and Timetable section of the grant application.
Scope of Work Form: A separate document from the application form that is required for all grants proposing construction work on historic structures. The form details with photographs and narrative exactly what the conditions are for every building feature to be changed, what restoration procedures will be used in each case and what the impact on the features will be in each case. This form is available in the grants portal and must be uploaded to the Request Documents section of the application.
The Secretary of the Interior's Standards for the Treatment of Historic Properties (as defined by the National Park Service): A series of concepts about maintaining, repairing, and replacing historic materials, as well as designing new additions or making alterations. The Secretary of the Interior's Standard for the Treatment of Historic Properties Guidelines offer general design and technical recommendations to assist in applying the Standards to a specific property. Together, they provide a framework and guidance for decision-making about work or changes to a historic property.
Start/End Dates: These dates define the official grant period and determine when eligible project expenses can accrue. These dates are part of the large grant agreement language and therefore are legally binding. Small grants receive written notification of their start dates; the end dates are part of the small grant agreement language.
Sustainability: It is the intention of Legacy Amendment funding to support projects with lasting impact or enduring value. Applicants must demonstrate sustainability of the grant project’s final project product. Sustainability is the applicant’s ability to support any ongoing costs that the project may incur after the grant is closed. This issue must be addressed in the grant application.
Vendor: A person or company offering goods or services for sale. A vendor is not allowed to be any of the following: grant project director, authorized officer, applicant organization board member, applicant organization’s hired grant writer.

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The Minnesota Historical and Cultural Grants Program has been made possible by the Arts and Cultural Heritage Fund through the vote of Minnesotans on November 4, 2008. Administered by the Minnesota Historical Society.