The West Springfield Arts Council conducted a final review of the updated FY2025 grant priorities and guidelines at the upcoming August 19 meeting.
FY25 DRAFT Local Priorities
1. A specific date, time (event program running time when applicable), and venue must be confirmed when submitting an application. Include a letter from the venue as confirmation.
2. Programs and field trips that offer free or low cost for attendees.
3. New programming projects from first time applicants are encouraged.
4. Applications from diverse age groups, cultural backgrounds, as well as local institutions and artists.
5. Collaboration and sponsorships among community groups.
6. Programs and/or events that take place in West Springfield.
7. Individuals, Non-profits, and For-profit entities that propose projects that provide public benefit are welcome to submit applications for grant funding.
FY25 DRAFT Local Guidelines
1. Grant funds may NOT be used to purchase food, refreshments, gifts; or for payment of sales taxes.
2. The Americans with Disabilities Act (ADA) requires that persons with disabilities have access to public programs or services on an equal basis with the rest of the general public. All events and programs funded by the West Springfield Arts Council must be accessible to persons with disabilities, including the facility or event location as well as the content of the program.
3. Grant recipients must include the required credit line for all West Springfield Arts Council grant funded programs: “This program is underwritten in part by a grant from the West Springfield Arts Council, a local agency which is funded by the Mass Cultural Council, a state agency.”
4 Grant recipients must forward their publicity releases to the contacts listed on the West Springfield Arts Council Publicity Toolkit at least TWO WEEKS BEFORE the performance date of the grant funded project. The West Springfield Arts Council Publicity Toolkit is located in the Forms Folder in the West Springfield Arts Council website - https://www.townofwestspringfield.org/artscouncil
5. According to IRS guidelines, the grant money is considered taxable income. Grant recipients must keep the award letter and the check stub as a record of the award for taxes.
6. Grant recipients have one year from the date of West Springfield Arts Council Grant Award Letter to submit a request for reimbursement. Failure to meet that deadline will result in the loss of funds. If additional time to complete the project is needed, the grant recipient’s request for an extension must be made in writing, explaining the need for additional 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. Extension and modification requests are reviewed on a case-by-case basis and are not automatically granted.
7. Once the grant funded program has been completed, Mail the West Springfield Arts Council Reimbursement form along with all required documentation to: West Springfield Arts Council, 26 Central Street, Municipal Building, West Springfield, MA 01089-2753. The West Springfield Arts Council Grant Reimbursement Form is located in the Forms Folder in the West Springfield Arts Council website - https://www.townofwestspringfield.org/artscouncil
8. Grant recipients are also required to complete the federal W-9 form prior to the Town of West Springfield issuing payment of reimbursement form. The federal W-9 form is located online at https://www.irs.gov/pub/irs-pdf/fw9.pdf
To safeguard the confidential information provided in the W-9 form, mail the completed W-9 form directly to the following address: Town of West Springfield, Attn: Accounts Payable, 26 Central St. Suite 1, West Springfield, MA 01089
9. Reimbursement will typically be made within 6 to 8 weeks from submission of the Reimbursement Form to the West Springfield Arts Council.
Application Instructions: Step-by-step instructions on the Application Process are posted online https://massculturalcouncil.org/communities/local-cultural-council-program/application-process/
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July 29th - GUIDELINES #3 - Lisa Simmons, Program Manager, Communities Initiative, Mass Cultural Council approved our request to substitute the word "supported" with" funded" in the required credit line.
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