Transcript 2006-2006 Community Arts Grants

2008 Community Arts Grants
Decentralization
Capacity Building
About the Arts & Cultural Council
for Greater Rochester
• Supports the arts community:
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Technical assistance
Membership services
Grant programs
Special initiatives
• Independent not-for-profit (not a government
agency)
• Acts as an advocate and funder
• Serves a 10-county area
• For information, visit www.artsrochester.org
Community Arts Grants
Grants of $500 to $5,000
• Decentralization Grants
– DEC Grants: Money comes
from Albany and is
“decentralized” to different
regions for “local decision
making”
– Funding from New York
State Council on the Arts, a
state agency
– For public arts
programming in Monroe
County
• Capacity Building Grants
– In partnership with
Rochester Area Community
Foundation (RACF)
– Purpose: to enhance the
business side of what you
do
– For cultural not-for-profits
in RACF’s six-county
service area: Genesee,
Livingston, Monroe,
Ontario, Orleans, Wayne
– Annual budget less than
$500,000
Application Deadline
• Deadline for both applications is 5 p.m. on
Thursday, November 1, 2007.
• Please note:
– This is not a postmark deadline. Materials
must be in the building by 5 p.m. on
November 1st. Do not use drop box.
– No extensions will be granted for any reason.
– Submit early! Deadline=Last Minute
Basic Eligibility
• Must attend an information session prior to
applying.
• Applications must be typed.
• Applications must be complete.
• Application must be signed by the head of
the applicant organization, or authorized
signatory, such as the board chair.
Decentralization Grants
– Funding Amounts: $500 to $5,000
– Public arts programming in 2008
– Partners: Arts & Cultural Council, New York
State Council on the Arts (NYSCA), New York
State Legislature
– Funds not-for-profit organizations or artists
sponsored by a non-profit organization based
in Monroe County
Who May Apply for DEC Grants
• Monroe County not-for-profit organizations
• Individual artists sponsored by a Monroe
County non-profit organization
• Organizations with:
– an active Board of Directors
– Written non-discrimination policy for all
activities
• Organizations funded in 2007 may apply
(see guidelines for stipulations)
Who may not apply for DEC Funding?
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An organization that does not attend an information session
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An individual without a qualified sponsor
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Organizations that applied directly to NYSCA for funding in the 2007-2008 grant cycle
(whether or not funded)
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Public school districts or their components, such as PTA’s, or activities exclusively
serving a school audience
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New York State agencies and departments, including SUNY colleges and universities
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Previously funded organizations that did not comply with reporting requirements
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Arts & Cultural Council employees or board members
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Organizations fiscally sponsored by the Arts & Cultural Council
DEC Will Not Fund
(Complete List: Page 4, Guidelines)
• Programs outside of Monroe County
• Programs directed only to at-risk populations
• Art therapy, recreational arts such as balloon art,
magic shows, martial arts, clowns or juggling (as
defined by NYSCA)
• Arts-in-Ed, in-school, home school activities
• Cash prizes, awards, or scholarships
• Fundraisers, openings, or receptions
Evidence of Not-For-Profit Status –
DEC
• IRS Tax Exempt Letter 501(c)(3)
• Letter from the NYS Board of Regents Charter,
Section 216 of the Education Law
• Bureau of Charities filing receipt
• Letter of Acceptance of Incorporation under
Section 402, Not-for-Profit Law
• Notes:
– ST-119 form (tax exempt certificate for purchases) is
not acceptable
– Religious institutions must provide documentation that
lists a Monroe County address. National registries
are not acceptable.
What is a conduit organization?
(DEC Only)
• An eligible not-for-profit organization
applying on behalf of
– An emerging organization
– An organization whose “parent” is outside of
Monroe County (i.e. a chapter of a national
organization)
– An artist-initiated project
• Artist must be age 21 or over
• May not be enrolled in degree programs
• Reside in Monroe County
Conduits are Not Pass-Throughs
• As the applicant organization, conduit is
the responsible organization!
– Signs the contract
– Has fiduciary responsibility
– Sees that all reports are submitted on time
– Assure that project proceeds as planned
Conduits bring more than just not-for-profit
status to this role!
Goals and Objectives
• Goals are the “big picture”:
– Our organization’s mission is to perform choral music by living
composers. We will perform four concerts at Our Neighborhood
Community Center.
• Objectives are more specific. They tell how you will
achieve your goal:
– We will have fifty people at each concert.
– A survey will tell us, among other details, how many people are
new audience members and new to this type of music. 50% of
the audience will return for another concert.
– We will perform one premiere work at each concert.
2008 DEC Funding Priorities
• New projects, either by first-time applicants or past
recipients
• Payment of artist fees and technical production services
• Quality of artists
• Strong plan for outreach and promotion
• Reach a diverse audience
• Focus on cultural traditions or ethnic groups
• Collaborative projects
• Participation by underserved artists or audiences
• Individual artist-driven projects sponsored by an eligible
organization
• Free programming for those in need
• *COMPLIANCE WITH AMERICANS WITH
DISABILITIES ACT
2008 DEC Low Priority Projects
• One-time events and festivals
• Funding for travel (must be within Monroe
County only) and equipment costs
• Administrative costs unassociated with
project
DEC Funding Criteria
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Artistic merit is paramount
Caliber of artists and project personnel
Ongoing programs vs. single performance
Public access; Community needs
Non-duplication of existing programs
Clear plan for implementation, management and
promotion
Organization’s history of stability
Compliance with past grant requirements
Clarity and conciseness of application
Appropriate supporting materials
Projects demonstrating other sources of funding
A Word About Artistic Samples
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Not required but strongly recommended
Include only one sample
Be sure the sample relates to the project in some way
Label with organization name/project title
Types of samples to submit:
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CD: label track or tracks (no more than 3 min.)
VHS: Cue to play spot (no more than 3 min.)
DVD: Label track/chapter (no more than 3 min.)
Digital photos or photos – NO SLIDES
Writing samples: 3 pages
Completing the DEC Project
Budget – NEW FORMAT
• Income: Show cash income only
• New and second-year applicants may request
up to 80% of total project cost
• Third-year applicants applying for the same
project may request up to 60%
• Do NOT show DEC request as income
• Do NOT include in-kind (non cash) donations as
income (list separately)
• Do NOT ask DEC to pay for low priority items
• Be sure that income equals your expenses:
Budget must balance
Capacity Building Grants
– Funding Amounts: $500 to $5,000
– Projects that improve operating efficiency or
promote organizational growth
– Partners: Arts & Cultural Council for Greater
Rochester, Rochester Area Community
Foundation (RACF)
– Not-for-profit cultural organizations in
Genesee, Livingston, Monroe, Ontario,
Orleans and Wayne Counties with budgets
under $500,000 may apply.
Who May Apply for Capacity
Building Grants
• Non-profit organizations--501(c)(3)-- whose
primary focus is artistic or cultural
• Organizations located in Genesee, Livingston,
Monroe, Ontario, Orleans, or Wayne County
• Annual budget under $500,000
• Priority given to direct providers of cultural
services
• Must have active board of directors
• Must have written non-discrimination policy
• Note: Financial need is NOT a factor
Evidence of Not-For-Profit Status –
Capacity Building
• IRS Tax Exempt Letter 501(c)(3)
• Note: No other documents will be
accepted.
Capacity Building Funding Priorities
• CAPACITY BUILDING IS NOT STABILIZATION!
• Quality and feasibility of proposed project
• Documented quality and experience of
subcontractors
• Board involvement
• Community benefit
• Organizational history, stability, and fiscal
competence
• Reminder: Financial need is not relevant.
Completing the Capacity Building
Project Budget
• Income: Show cash income only
• Applicants may request 100% of eligible project
expenses (up to $5,000)
• Do NOT show Capacity Building Grant request
as income
• Do NOT include in-kind (non cash) donations as
income (list separately)
• Do NOT ask Capacity Building to pay for low
priority items
• Be sure that income equals your expenses:
Budget must balance
High Priority Requests
• Marketing or strategic planning consultant
• Database creation or implementation
• Website design with a promotional
component
• Board training with provisions for related
documentation (such as a manual)
• Initiatives that yield long-term benefits
Low Priority Requests
• Equipment without a clear link to
institutional practices
• Bricks and mortar
• Development or Fundraising support
Capacity Building Will Not Fund
• Staffing and other GOS
• Consumables or renewable expenses
such as printing or postage costs
• See guidelines for a complete list
Supporting Materials and Attachments
(DEC and Capacity Building)
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Proof of not-for-profit status
Current board of directors, including contact information and affiliation
Resumes of project managers, artists, technical positions, consultants
Artist Initiated projects: Letter of agreement with conduit organization and
letter of recommendation from outside project (DEC Only)
Letters of support
Fliers or marketing samples: choose 2
Current fiscal year budget
Previous year’s financial statements
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IRS 990 not accepted
Most recently completed fiscal year
Audited statements OR
Accountant-prepared OR treasurer-signed statements:
• statement of cash flows
• income statement
• balance statement
Completing your Application
• Applications must be typed
• Submit 1 signed original (marked as such) and 10
photocopies
• Answer all questions
• Fill in all blanks
• Signed by person legally authorized to do so (In some
cases, this may not be the project manager)
• Be thorough
• Call Arts Council staff with any questions rather than
make assumptions.
• Provide relevant supporting materials and/or, for DEC,
artistic sample
BINDER CLIP YOUR
APPLICATIONS
How much money is available for
2008?
• For DEC: $76,100
• For Capacity Building: $25,000,
Pending funding from Rochester Area
Community Foundation
• Average Grant: $2,500
• Note: Grant Programs are extremely
competitive. Approximately 1/3 of
applicants receive funding.
How Grants Are Determined
• Applications are reviewed for completeness by Arts
Council staff
• Limited opportunity given to correct omissions
• Panel meets to evaluate each application
• Panel makes funding decisions
• ACCGR Board reviews and approves funding
recommendations
• Applicants notified of decisions by mail in late December
• Payment by mid-February, 2008
– DEC: 100% funding up front
– Capacity Building: 50% up front; 50% upon receipt of final report
(not later than January 31, 2009)
Appeals Process
• No appeals for Capacity Building
• DEC Appeals Process
– Appeal must be filed within five (5) business days of
receipt of written notification
– Separate appeals panel convened
– Dissatisfaction with decision is not grounds for appeal
– Grounds for appeal:
• Misrepresentation of information
• Non-representation of information
• Improper procedure
Technical Assistance
• Grant Information Sessions
• Grant Writing Clinics (by appointment)
• Brainstorming project plans, participants,
sites, etc.
• Draft Reviews
– Up to one week prior to deadlines
– Not a guarantee of funding
If You Receive a Grant
• Sign and adhere to contract
• Credit the Arts Council, NYSCA, and the State
Legislature (DEC), or Arts Council and RACF (Capacity
Building), in all materials – Approved language is
provided with your contract
• Submit promotional materials and schedule timeline
one-month prior
• Provide ACCGR with 4 complimentary tickets (DEC)
• Attend the Grant Awards Ceremony (date TBD)
• File a revised budget, if requested
• File a final report by January 31, 2009
Important to Know
• The Arts Council must approve in advance
any changes to your project including
dates, times, and places where events are
to be held.
• Submit any changes in writing, as a
request.
After Submitting the Application
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If it’s complete, you’ll be notified
If it’s not complete, you’ll be notified
Grant panels meet after Thanksgiving
Arts Council Board meets to approve
recommendations—December
• Applicants notified— No later than Friday
December 21, 2007.
Questions? Call Us!
Michael Futter, Director of Development
and Grant Programs; (585) 473-4000,
ext. 202; [email protected]
Tracy Kroft, Grants Manager, ext. 210;
[email protected]