2006-2007 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 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 2, 2006. Please note: This is not a postmark deadline. Materials must be in the building by 5 p.m. on November 2nd. 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 2007 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 2006 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 2006-2007 grant cycle (whether or not funded) Public school districts or their components, such as PTA’s, 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!

2007 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

2007 DEC Low Priority Projects One-time events and festivals Funding for travel (must be within Monroe County only), space rental, and equipment costs 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 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 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, photos, or slides Writing samples: 3 pages

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 $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 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) Proof of not-for-profit status (with original copy of materials only) 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 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 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

How much money is available for 2007? For DEC: $65,573 For Capacity Building: $25,000 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, 2007 DEC: 100% funding up front Capacity Building: 50% up front; 50% upon receipt of final report (not later than January 31, 2008)

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 (www.artsrochester.org for dates/times) 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 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, 2008

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 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 22, 2006.

Questions? Call Us! Michael Futter, Director of Development and Member Services: (585) 473-4000, ext. 202; mfutter@artsrochester.org Clare Gunther, Member Services and Grants Manager, ext. 210; cgunther@artsrochester.org