Here are some common questions about the County Fair Grant program. If you have questions that are not addressed here, email them to MDA.AGRIGrants@state.mn.us with "County Fair Questions" in the subject line.
Why are advances not an option anymore?
The Minnesota Office of Grants Management has implemented changes under new laws to focus on risk assessment and stricter accountability.
Why are there more requirements with this application than in the past?
The legislature and Minnesota Office of Grants Management has put in place new procedures and guidelines for agencies and grantees.
Why must our fair sign a Certification form saying we have not been suspended or debarred from doing business with the State of Minnesota or the federal government?
This is a requirement for all grant recipients. The Office of Grants Management Policy 08-04 states: “Grant Contract Agreements and Grant Award Notifications requires that agencies must not award a grant to a vendor or grantee that has been suspended or debarred from doing business with the State of Minnesota or with the federal government.” Note that this form must be signed by an individual who has the authority to sign legal documents on behalf of your county agricultural society, such as the president or chair of the board of directors or the chief executive officer.
Why must our fair upload a screenshot or copy of our county fair’s active registration with the Minnesota Secretary of State?
Grantees are required to be in good standing with the State of Minnesota, which includes an active registration with the Minnesota Secretary of State.
How do I check to see if our fair is registered with the Minnesota Secretary of State’s Office?
Go to the Minnesota Secretary of State’s business filings website and search by your fair’s name. It is usually more helpful to type in less information and not the exact name, such as typing in only your county’s name. Click on your record and it will show the status of your organization (i.e., “active/in good standing”). This is the screen shot we need.
If my fair is not registered, how do I register with the Minnesota Secretary of State’s Office?
Go to the Minnesota Secretary of State’s how to register your business website and follow the steps listed. If you need help, the Business Services phone numbers are 651-296-2803 (Metro area) and 1-877-551-6767 (greater Minnesota).
It states in the RFP that ineligible expenses include, “Any purchases from a board member or their family members” and “Any purchases from an entity with which the applicant, board members, spouses of board members own an interest, or an entity of which they are an employee”. Please explain.
Fairs will sign a grant contract agreement. The agreement includes information regarding the state's contracting and bidding requirements and maintaining standards for conflicts of interest. A conflict of interest occurs when a person has actual or apparent duty or loyalty to more than one organization and the competing duties or loyalties may result in actions which are adverse to one or both parties. A common example of a conflict-of-interest is utilizing vendors that are board members or direct family members. “Direct family” in this case is defined by Internal Revenue Code, section 267(c)(4) which includes, spouse, sisters and brothers including step-sister and step-brothers, parents, grandparents, children and grandchildren.
If a fair purchases an item in their grant contract, and the fair pays sales tax on that item, can the fair be reimbursed for the sales tax?
Yes, as long as it is on the proof of purchase.
What if I apply for an amount less than the full grant?
The grant amount you request in your application is the maximum the MDA can award.
What is required for reimbursement?
Along with a closeout form you must provide two types of proof for each expense: 1) proof of purchase (e.g., invoices, itemized receipts, vendor contracts, etc.) and 2) proof of payment (e.g., cleared checks, credit card statements, bank statements, etc.).
What is the difference between an invoice and a receipt?
An invoice is issued before payment is made; it serves as a request for payment from the seller to the buyer and shows a balance is due. A receipt is issued after a payment has been processed and shows zero balance is owed. A receipt can serve as both proof of purchase and proof of payment.
How will I know if my application was received?
We will email a confirmation after receiving your online application. If you email your application to us, we’ll send a confirmation by the end of the next business day.
Can I use AGRI or Legacy grant funds to repair public bathrooms?
No. Grant funds cannot reimburse projects that benefit the general public, such as improvements to restrooms, public roads, or a fairground administrative office.
If there’s an error in my application or my proposal doesn’t comply with the legislative objectives, will someone at the MDA notify me? What is the next step?
Within one month of submitting your application, we will notify you if it’s approved, rejected, or if portions of proposal need to be amended or clarified.
Can I apply for multiple projects that equal more than the grant maximum?
Yes. Submitting multiple projects in one application, even if the projects aren't similar, is allowed. You should clearly summarize the projects, describe how each project impacts the community, and offer a detailed budget for each project.
What if my project costs more than the grant maximum?
As long as you have enough funding from other sources, you can apply for a project that costs more than the grant maximum. Use the additional budget notes section of the application to specify how much you have in matching dollars and the source. Note, we can't fund projects that won't be completed during the grant period, so you must have matching dollars.
How specific do I have to be on the application about my proposal(s)?
Be as specific as you can. Even if you aren't certain of the exact collaborators, list potential names so we have a better sense of what you’re hoping to achieve. It’s also best if you research prices so your project doesn’t go over or under budget (to prevent having to amend the contract).
Can I collaborate with other organizations in my community?
Yes, county fairs are encouraged to work with other organizations. For example, University of Minnesota Extension, 4-H, and FFA often collaborate with county fairs.
Can the outside of a building be painted?
If a building needs to be painted to protect against weather damage or to maintain the structural integrity of the building, then the project can be funded. If a building is to be painted exclusively for aesthetic reasons (i.e., so one building matches all the others around it), then the project cannot be funded.
Can signs be funded?
It depends on the sign. We can’t fund manufactured signs for the general public such as explaining how to navigate the grounds or how to get to the fair. We can fund signs that support agriculture, Minnesota arts, or the state’s history or agricultural or cultural heritage.
Can I hire performers or artists from outside of Minnesota for county fair Legacy performances or demonstrations?
If you are hiring performers or dancers, members must be from Minnesota. If acts include multiple performers, the members must primarily be from Minnesota. Artists offering demonstrations do not have to be from Minnesota, but the demonstrations must clearly relate to Minnesota’s arts or Minnesota’s agricultural, historical, or cultural heritage.
