Heritage Collections Care
Deadline: passed   
Contact:
Eric Taylor 206 296.8688
Visitors from Fort Lewis, 2011 courtesy Washington State Holocaust Education Resource Center

Visitors from Fort Lewis © 2011 courtesy Washington State Holocaust Education Resource Center
2013 Heritage Collections Care recipient

4Culture understands that care of collections is a fundamental function for any organization holding materials in the public trust. This annual funding program provides support for projects that promote and encourage professional standards and practices in the collection, preservation, assessment and perpetual care of historic and cultural materials, artifacts, and archival records pertaining to the heritage of King County.

Heritage Collections Care supports projects throughout King County, recognizing strategic planning as a foundation for effective collections stewardship; and promotes collections care as a high priority within institutional missions.

In 2013, 23 out of 26 proposals received a total of $63,655 in awards ranging from $977 to $5,000.

4Culture supports this program with interest income derived from an investment of Lodging Tax funds.

Guidelines and Process for 2014 Program Below  |  Deadline: passed

Who Can Apply

Nonprofit organizations located in King County holding historic collections in the public trust

Nonprofit organizations may submit one application annually to the Heritage Collections Care program.

Eligible Applicants Include King County-Based:

  • Nonprofit heritage and historical organizations, such as museums, archives, public agencies, and community associations that collect, preserve, and hold in public trust, historic artifacts, photographs, documents, ephemera, etc.

The program gives priority to basic collections issues and provides institutions with support to evaluate collections needs and to implement resulting recommendations.

Eligible Projects Must:

  • Focus primarily on the collection, documentation, and/or preservation of King County heritage resources
  • Address at least one of the following heritage disciplines, as related specifically to King County's past: archaeology; indigenous and traditional cultures; ethnic, community, or regional history and heritage; historic preservation; or folklore
  • Demonstrate a public benefit to King County residents and visitors

What Gets Funded

Cataloging, planning, training, assessments, inventories, and archival supplies

Project funds may be used to:

Support projects including, but not limited to:
  • Cataloging and improving access to archaeological collections
  • Improving archival or artifact collection conservation or access
  • Purchasing collections management software
  • Training staff and volunteers in preventive maintenance of collections
  • Performing collections needs assessment surveys and implementing recommendations
  • Instituting and improving security methods for safeguarding collections
  • Developing emergency preparedness plans to protect collections during catastrophic events
  • Hiring trained professionals for collections care projects
  • Compensating qualified interns for collections care activities
  • Bridging a funding gap to conduct MAP, CAP, or StEPs assessments
  • Completing inventories, descriptive catalogs, and/or condition surveys of collections
  • Hiring professional assistance in development of comprehensive collections policies
  • Preserving historic photos through duplication of images
  • Building a collections database for electronic access to minimize handling of original materials

Eligible costs include:

  • Fees for conservators, collections care or heritage specialists, professional consultants or services
  • Materials and consumable supplies used for collections care purposes
  • Direct activities costs, which may include transportation, documentation, and other items and fees specifically described in the application

Program funds may NOT be used for:

  • Major equipment purchases, construction or fabrication projects
  • General operating support, indirect or overhead costs and fees, employee benefits or any regular staff salaries
  • Elements of projects completed before the awarding of funds
  • Services for events in which fundraising is a primary purpose
  • Applications from religious institutions
  • Applications from schools
  • Activities lacking a specific focus on King County's history and heritage
  • Support of collections that are privately held or not regularly accessible to the public
  • Restoration of historic structures, the preservation of the built environment, or the stabilization of archaeological sites
Confused by language we use? Check out our glossary of terms

When

2014 Program Deadline: June 25, 2014 5pm PDT

Add to Google | Outlook | iCal 

Projects or portions thereof that are funded through 2014 Heritage Collections Care may begin no earlier than September 1, 2014.

How Awards are Made

Competitive selection process with evaluation criteria 

Applications to the Heritage Collections Care program are reviewed by staff for required content. An independent peer review panel, composed of heritage specialists, museum professionals, and other community representatives, meet to evaluate applications. The panel will select and recommend the most highly qualified proposals for funding based on the following criteria:

Quality and Qualifications

  • Clarity of proposed project description, including goals, timeline for completion, and significance
  • Thoroughness and completeness of responses to application queries, and quality of writing
  • Quality of proposal, including its alignment with professional standards, best practices, and methodologies for ensuring successful implementation
  • Experience and qualifications of applicant and project personnel in collections care
  • Relationship of proposal to the applicant's mission and goals, and to existing or needed resources

Feasibility

  • Applicant's preparedness to develop, administer, and complete proposed activities within budgetary, logistical and time constraints described in the application
  • Appropriateness of overall budget and request, including applicant's ability to use 4Culture funds to leverage private or other public funding and support for the proposal
  • Applicant's presentation of a well-developed plan for raising funds needed to complete the proposed activities

Project Impact and Public Benefit

  • Contribution to the development and preservation of the historical record in King County
  • Potential to raise the visibility of heritage collections care and preservation
  • Ability to preserve heritage resources held in the public trust
  • Ability to generate broad and/or lasting public benefit

Heritage Priorities

  • Proposed activities which contribute to the protection and preservation of endangered historic and heritage resources
  • Proposed activities which address preservation of neglected or unique aspects of King County heritage, such as those defined by theme, ethnicity, or geography

Evidence of Preliminary Planning

  • An institutional strategic plan which includes collections care as a key element
  • Participation in or completion of a collections needs assessment survey

Note: Priority will be given to projects that serve underrepresented geographic areas or ethnic groups, if above criteria are met.

Contact Eric Taylor at 206 296.8688.

Funding from 4Culture programs is awarded on a competitive basis. The following opportunities are available to help applicants plan projects and prepare applications:

  • Free workshops are presented by program staff to identify the types of projects eligible for funding, explain how funding decisions are made, provide a step-by-step review of the application, and offer tips for preparing your proposal.
  • Applications from previous years are available for review at the 4Culture offices.
  • Preview application narrative questions prior to applying.

Requirements and appeals

Learn about the legal requirements of award recipients, and about the process for appeal of a 4Culture award here.

Ready to Apply

How to prepare your application 

STEP 1 - Read all of the above sections
STEP 2 - Gather and prepare your information

You are required to submit your application using the online form. In this section, you will find information on how to prepare your application and submit support materials. At the end of this section, a link will be provided to the online application.

Support Materials (Required)

You are required to submit the following during the "upload" step of the online application:
Project Budget (Required)
Download the 4Culture project budget form provided below. Enter your estimated project costs in the 'Expenses' column. Enter your sources of income for the project in the 'Income' column. You will not be allowed to submit the online application without uploading a completed 4Culture project budget form.

acrobat icon   Project Budget
  PLEASE NOTE: In order to fill out and SAVE this form, you MUST use Adobe Reader (Download Free Adobe Reader). ATTENTION MAC USERS: The default program for PDF documents on a Mac is Preview, which WILL NOT import your figures into our system. You MUST USE Adobe Reader instead. Learn how to open our form with Adobe Reader:

Board List (Required)
Upload a list of your organization's board members and their affiliations, limiteded to one page. Word or PDF files are preferred.
Operating Budget (Required)
Submit your organization's most current annual operating budget, limit to two pages. Word or PDF files are preferred.

Note: The online application system will not allow uploads of individual files larger than 2MB.

Additional Support Materials (Optional)

You are encouraged to submit any of the following (two hard copies through the mail):

  • Portion of long range plan showing priorities for collections care (5 pages maximum)
  • First five pages of current collections policy
  • Résumés of project personnel, including professional consultants
  • Letters of support from organizations or individuals providing in-kind contributions to the project, participating in the project as partners, or supportive of project outcomes
  • Collection content inventories, descriptions or condition reports (5 pages maximum)
  • Samples of standard forms to be used (5 maximum)
  • General plan and timeline for implementation of the proposed project

Mail/Deliver Instructions

Two copies of all materials must have a United States Postal Service postmark of June 25, 2014, or be delivered by 5pm, June 25, 2014, to:

Eric Taylor
4Culture
101 Prefontaine Place S
Seattle, WA 98104

Staff WILL NOT ACCEPT any application materials via email, or allow changes after the deadline.

 

STEP 3 - Begin your online application

Note: Once you have started the process of applying online, you can save the information you have entered in each step, sign out, and return to your application any time before the deadline to continue working or to make changes. REMINDER: Once you click "submit" you will not be able to make any changes to your application, but you will still be able to read and print it. For technical questions about the online application system, contact staff member Brandi Link at 206 296.8707.

This funding opportunity is currently closed. We will reopen the application for this opportunity at least 6 weeks before the next deadline.

Scheduled Workshops

All applicants are encouraged to attend a workshop prior to submitting your application. These free workshops provide you an opportunity to ask questions, understand specific guidelines, and be taken through a step-by-step review of the application process.

City Location Dates Time
Seattle 4Culture Offices
101 Prefontaine Pl S
May 14, 21, 28
June 4, 11
Noon-1pm
Maple Valley Maple Valley Fire Engine Museum
22010 SE 248th Street
Tuesday, May 13 Noon-1pm
Seattle Pioneer Hall
1642 43rd Ave E
Tuesday, May 27 11:30am-12:30pm
Shoreline Shoreline Historical Museum
18501 Linden Ave N
Tuesday, June 10 Noon-1pm

Eligibility & Step-by-Step Tutorial

ELIGIBILITY

HOW TO:

start your application
get back into your application
upload documents and images
edit and submit your application
fill out your budget
(coming soon)

2013

Applicant Project Title Award
Bothell Historical Museum Society Spread the News $3,000
Densho: The Japanese American Legacy Project Interview Preservation - Transfer from Tape to Disc $1,500
Dunn Gardens Dunn Gardens Archive Development Project $1,600
Eastside Heritage Center Collections Processing and Rehousing $977
Highline Botanical Garden Foundation Collections Policy & Procedures and Implementation $1,500
Highline Historical Society Improving Cataloguing Capabilities $1,752
Historical Society of Federal Way Heritage Care $2,003
Hydroplane and Raceboat Museum Bringing our photography collection to the digital world $2,575
International Pacific Halibut Commission IPHC Photo Archive Preservation $4,700
Issaquah Historical Society Move Ready $4,850
Japanese Community and Cultural Center of Washington Long-Term Special Collections Preservation $2,780
JT News JTNews Digitization and Preservation Project $2,500
Museum of History and Industry Housing Seattle Post-Intelligencer photo archive at Sophie Frye Bass Library $4,220
Nordic Heritage Museum Stipends for Nordic American Voices oral history project interns $2,000
Northwest Railway Museum Preserving steam $5,000
Redmond Historical Society Preservation of Sammamish Valley News Collection $3,500
Skykomish Historical Society Needs Assessment Survey $2,528
Southwest Seattle Historical Society Southwest Seattle Historical Society Collections Care 2013-2014 $2,100
Vashon-Maury Island Heritage Association Digitizing Vashon-Maury Island Heritage Association's Oral History Recordings $1,982
Washington State Holocaust Education
Resource Center
Digitizing King County's Holocaust Artifact Collection
for Future Generations
$3,400
White River Valley Museum Preparing Collections Records for Google Indexing and World Wide Use $3,150
Wing Luke Museum of the
Asian Pacific American Experience
Preserving the Ping and Ruby Chow Collection $5,000
Woman's Century Club Conservation of Club's Scrapbooks Histories and Early Papers $1,038

2012

Applicant Project Title Award
EMP Museum Jimi Hendrix Collection: Photographic Film Preservation $1,200
Fall City Historical Society eConnections: Dividends on Investment $1,778
Highline Historical Society Inventorying Women's Collection $3,276
Historical Society of Federal Way Heritage Collection Care 2012 $2,550
Hokubei Hochi Foundation Hokubei Hochi Newspaper Preservation Project $2,600
Issaquah Historical Society Funding a Collections Assessment Program (CAP) $3,766
Japanese Community & Cultural Center of Washington Northwest Nikkei Museum Collections Documentation Project $2,000
Museum of Flight The Peter M. Bowers Collection negatives rehousing $3,500
Northwest African American Museum Creation of Archive for Northwest Black Pioneers Photo Collection $3,796
Northwest Railway Museum Collections rehousing begins $2,590
Puget Sound Group of Northwest Painters Phase 1 Project Design-Preserving Our Heritage $1,500
Rainier Valley Historical Society Rainier Valley Photograph Preservation Project $1,030
Renton Historical Society On-Site Inventory of Artifacts at the Renton History Museum $2,880
Snoqualmie Valley Historical Society Saved From the Dump: Preserving the Record $4,461
Soos Creek Botanical Garden and Heritage Center Preservation and Documentation of Heritage Collection $2,251
Vashon-Maury Island Heritage Association VMIHA Heritage Preservation Initiative: Upgrade Document & Newspaper Storage $1,942
Washington State Jewish Historical Society Artifacts Preservation Improvement $3,000
White River Valley Museum Collections Care at the Mary Olson Farm $3,896
Woodinville Heritage Society Bringing It Together $4,412

2011

Applicant Project Title Award
Black Heritage Society of Washington State Collections Move Project $1,129
Center for Wooden Boats Historic Vessel Preservation Cradles $1,170
Duvall Historical Society Duvall Historical Society Collections Care $2,000
Fall City Historical Society Taking Stock $1,200
Highline Historical Society Rehousing Collections $2,215
Issaquah Historical Society Full Access: Issaquah History Museums Online Collection $4,000
Jack Straw Productions Jack Straw Image Archive $3,375
Museum of History and Industry Century 21 In Motion: Preserving Priceless Films of the
Seattle World's Fair
$3,000
Nordic Heritage Museum Cataloging the Isaacson Iron Works Collection $3,250
Northwest African American Museum Documenting and Preserving NAAM's Heritage Collections $2,797
Northwest Railway Museum Conservation Now! $2,595
Puget Sound Maritime Historical Society PastPerfect User Manual Development and Object Data Review $3,700
Redmond Historical Society Create a Museum Growth Plan $4,000
Renton Historical Society Digitizing the museum's film and oral history collections $3,354
Richard Hugo House Zine Archive & Publishing Project (ZAPP): Catalog Upgrade $3,000
Sammamish Heritage Society Catalog and Preservation of Sammamish Historical Collection $2,500
Southwest Seattle Historical Society 2011 Log House Museum Collections Care $2,215
The Steven J. (Jesse) Bernstein Archives The Steven J. (Jesse) Bernstein Archives Project $3,500
Tukwila Historical Society Tukwila Historical Society Collection Preservation $1,500
Washington State Holocaust Education
Resource Center
King County Holocaust Heritage Artifacts Cataloging Project,
Heinz Schwarz Collection
$2,000

2010

Applicant Project Title Award
Ballard Historical Society Preserving Ballard History Through Improved Archival Practices $1,325
Center for Wooden Boats Complete CWBs Collection Catalogue $2,000
Eastside Heritage Center Preserving the Voices of Our Past $2,134
Fall City Historical Society Building on Strength $1,500
Highline Historical Society Appropriate Storage Media $3,000
Historical Society of Federal Way Historical Society of Federal Way Needs Assessment for Facilities & Collection Management $1,950
Issaquah Historical Society Increasing Collections Information & Accessibility (cont'd) $3,550
Jack Straw Productions Seattle History: The Student Perspective $1,765
Kenmore Historical Society Collections care and management $3,971
Museum of History and Industry Restoration of a WPA Mural by Kenneth Callahan $4,000
Nordic Heritage Museum Collections Records Digitization Project $3,770
Northwest Railway Museum Recording heat and hygro today for a better collection tomorrow $3,010
Puget Sound Maritime Historical Society Ship Plans Preservation Project $4,000
Redmond Historical Society Historical Records Preservation $2,400
Renton Historical Society Cataloging and Digitizing the Renton History Museums
Oversize Photograph Collection
$3,375
Vashon-Maury Island Heritage Association VMIHA Collection Standards Initiative: Upgrade Photograph Storage $2,000
Washington State Holocaust Education
Resource Center
King County Holocaust Heritage Artifacts Cataloging Project $3,000
Washington State Jewish Historical Society Professional Maintenance of the Jewish Historical Society Artifacts Collection $2,000
White River Valley Museum Improvements in Textile Storage $3,750

2009

Applicant Project Title Award
Burke Museum Association Preservation of the Viaduct: An Archaeological Collection $4,000
Center for Wooden Boats Preservation of Lake Union's Blanchard Junior Knockabout Sailboats $3,264
Densho: The Japanese American Legacy Project "Unfinished Business": Japanese American Internment Case Interviews $4,000
Issaquah Historical Society Increasing Collections Information & Accessibility $2,500
Jack Straw Productions KRAB Audio Archive: Preserving Seattle History $3,000
Museum of Flight Boeing Field (King County International Airport) History Archival Project $3,750
Nordic Heritage Museum Textile Collections Re-Housing Project $2,000
Northwest African American Museum NAAM Collections Catalog Development Project $2,471
Northwest Railway Museum Northwest Railway Museum small object cataloging $4,000
Redmond Historical Society Redmond Oral History Project $1,500
Renton Historical Society & Museum Moving the collection to new off-site storage $3,564
Skykomish Historical Society Preserving the Story of the Iron Goat Trail $3,500
Snoqualmie Valley Historical Museum We Did It Right! What's Next? $2,380
Southwest Seattle Historical Society/Log House Museum Creating Storage Solutions for Archive and Artifact Collections and Cataloging $1,936
Vashon-Maury Island Heritage Association VMIHA Collection Standards Initiative - Upgrade Artifact Storage $3,435
Washington State Holocaust Education Resource Center King County Holocaust Heritage Artifact Preservation Project $3,200
White River Valley Museum Cataloguing & Assessment of Collections for Mary Olson Farm $4,000

2008

Applicant Project Title Award
Center for Wooden Boats Updating CWB Collection Policies $3,000
Densho: The Japanese-American
Legacy Project
Saving History: Rescuing Rare Tapes of Japanese-American Redress Hearings $4,000
Fall City Historical Society Falls City Needs Assessment for Facilities and Collection Management $2,500
Highline Historical Society Photograph Digitization Project $1,800
Hip Hop Congress "Our Story" King County Hip Hop Heritage Project Assessment $1,950
Issaquah Historical Society Operation Auto Freight: Collections Inventory and Triage $4,000
Kirkland Heritage Society Archival Storage Materials and Collections Display at Heritage Hall $1,000
Museum of History & Industry Collections Initiative - Artifact Inventory $4,000
Northwest Railway Museum Chapel Car 5 Condition Assessment/Collection Care Report $4,000
Northwest Seaport Digitization of NWS Archival Collections $2,000
Redmond Historical Society Redmond Historical Society Collections Planning and Implementation $1,900
Renton Historical Society & Museum Preservation of Glass Plate Negative Images of Renton, ca 1910 $2,500
Richard Hugo House Zine Archive and Publishing Project $2,000
Snoqualmie Valley Historical Society Let's Do It Right! $3,500
Southwest Seattle Historical Society Collection Archival Rehousing and Cataloging $4,000
Wash. State Jewish Historical Society Professional Management of the Jewish Historical Society Collection of Artifacts $4,000
White River Valley Museum Making a Community Museum's Archive Collections Accessible $4,000
Wing Luke Asian Museum Preserving Historical Images from the Takano Photography Studio $2,350

If you've been approved to receive 4Culture funding for your project.  What now?  Here's what to expect

Notification

4Culture will send a letter to notify you of your award when it has been approved by our Board of Directors.

Contract Packet

In order to receive your funds, you must sign a Contract or Letter of Agreement with 4Culture, dependent on the amount of your award, making your organization the "Contractor". The Contract contains a "Scope of Services" that spells out the phases of your project, explains the services and the public benefits your organization will provide, as described in your application.

4Culture will prepare the forms and mail you a Contract Packet as soon as possible. We're often doing dozens of contracts at once, so please be patient. The Contract Packet will contain:

  • Check List - Outlining what is included and required
  • Two (2) copies of your Contract or Letter of Agreement (form used depends on the amount of your award)
  • Invoice Form(s) - includes your contract information.
Depending on your project and the status of any forms we already have from you on file, the Contract Packet may also contain:
  • One (1) W-9 Form
After you receive and review the Contract Packet, please:
  • Sign and return both copies of your Contract or Letter of Agreement
  • Fill out and return any additional required forms (i.e. W-9 forms). Please note: You will complete and mail in your invoice/s only when you are ready to be reimbursed for your project.
Once the Contract/Agreement and required forms are received by 4Culture, we will:
  • Return one signed copy of your Contract or Letter of Agreement for your records
  • Review all other forms and make sure they are filled out correctly

Requirements prior to presenting or publishing your project

Help us demonstrate the reach of 4Culture's funding and the value of supporting culture to elected officials and the general public.

To receive final payment you must:

  • Acknowledge 4Culture's support with this text in all project-related print and on-line material: This project was supported, in part, by an award from 4Culture.
  • Include this logo on project-related materials including: websites, brochures, press releases, programs, posters, flyers, advertisements, signage and other related collateral material.

Presentation or publication promotion:

We may be able to post information about your project on our blog and assist with outreach, depending on capacity. Please send the following information to Project Manager at least 3 weeks prior to your event or publication release:
  • Event Title
  • Website/Event Link
  • Event/Completion Date and Time
  • Event Location, including street address
  • Brief description of no more than 100 words
  • Contact information including name, phone number and e-mail
  • Digital image(s) of the project in-process or completed. We prefer photographs that include people. By providing images including recognizable people, we assume you have obtained permission to use their image through a model release or other means, especially for anyone under 18.

Help 4Culture promote you on social media:

Post your event on 4Culture's Facebook page and on Twitter (include @4Culture in the tweet). We will see it and retweet for you.

Getting Paid

Complete, sign and return your invoice/s, after completing each project phase as outlined in your Scope of Services

Finishing the Contract

In order to receive your final payment and close out your contract you must submit the following by the deadline date indicated on your Contract or Letter of Agreement document. If you cannot complete your project and public benefit by that date, please contact Eric Taylor for a possible contract extension. Final documents include:
  • Image documentation - 5-8 images of your project (digital on DVD or CD-ROM), along with a Word document giving 4Culture permission, including parental, to publish the images. Please include captions and credit information. For more information on our image criteria, please review our Photo Documentation Guidelines.
  • Other project documentation includes copies of any materials produced, such as CDs, DVDs, books, with proof of your acknowledgement of 4Culture funds.

Best Practices

Let us know if we can provide you with any of the following
  • Other funding resources
  • Sample press releases
  • Tips on contacting your legislators and King County Council members. Your elected officials should know you make an impact in your community!

Stay in touch with us throughout this process

Let us know what your plans are and if you have any questions or concerns along the way. We are proud to support your organization and we hope we can assist you in making your project a success! Please contact Eric Taylor for guidance.