2011 Community Arts Grants Decentralization Capacity Building

About the Arts & Cultural Council for Greater Rochester Supports the arts community: –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 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 RACFs six-county service area: Genesee, Livingston, Monroe, Ontario, Orleans, Wayne –Annual budget less than $800,000

Application Deadline Deadline for both applications is 5 p.m. on Thursday, November 4, Please note: –This is not a postmark deadline. Materials must be in the building by 5 p.m. on November 4th. –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 2011 –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 previously may apply (see guidelines for stipulations)

Who may not apply for DEC Funding? An organization that does not attend an information session An individual without a qualified sponsor Organizations that applied directly to NYSCA for funding in the grant cycle (whether or not funded) Public school districts or their components, such as PTAs, or activities exclusively serving a school audience New York State agencies and departments, including SUNY colleges and universities Previously funded organizations that did not comply with reporting requirements Arts & Cultural Council employees or board members 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 organizations 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.

2011 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

2011 DEC Low Priority Projects One-time/limited events/engagements Festivals, whose core intent is not artistic Funding for travel (must be within Monroe County only) and equipment costs Projects/programs that are not easily accessed by the general public Administrative costs unassociated with project

DEC Funding Criteria 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 Organizations 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 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: –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 prints – NO SLIDES –Writing samples: 3 pages * NO OTHER VIDEO FORMAT WILL BE ACCEPTED

Completing the DEC Project Budget 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 $800,000 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 $800,000 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.

What types of projects are eligible? 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

Capacity Building Funding Criteria CAPACITY BUILDING IS NOT STABILIZATION! Degree to which proposed project has potential to increase organizational capacity over time Project feasibility, including clarity and qualifications of project team (staff, board, consultants, etc.) Overall quality of proposed project Applicants history of sound fiscal and organizational management Funding is based on quality and feasibility of proposed project, not financial need

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

Supporting Materials and Attachments (DEC and Capacity Building) 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 Letters of financial commitment (for contributed revenue over $500) Fliers or marketing samples: choose 2 Current fiscal year budget Previous years financial statements –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 (fillable pdf form) Submit 1 signed original (marked as such) and 9 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) 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 2011? For DEC: $52,500 For Capacity Building: $34,314 Average Grant: $3,500 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, 2011 –DEC: 100% funding up front –Capacity Building: 50% up front; 50% upon receipt of final report (not later than January 31, 2012)

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-presentation of information Improper procedure

Technical Assistance Grant Information Sessions Brainstorming project plans, participants, sites, etc. Draft Reviews –Will review one draft –Up to one week prior to deadline (10/28/10) –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 The Community Foundation (Capacity Building), in all materials – Approved language is provided with your contract Submit promotional materials and schedule timeline one-month prior – THIS IS NOT OPTIONAL! 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, 2012 (save your budget!)

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 If its complete, youll be notified If its not complete, youll be notified Grant panels meet after Thanksgiving Arts Council Board meets to approve recommendationsDecember Applicants notified No later than Thursday, December 24, 2010.

Questions? Call Us! Jennifer Watson Director of Development and Grant Programs (585) , ext. 206 Jennifer Hale Grants and Development Associate (585) , ext. 208