1. Applying for a Cultural Grant
Cultural Grants Workshop June 19, 2018
Building Blocks:
Applying for a Cultural Grant
An Oakville Arts Council and Town of Oakville partnership presentation

2. Town of Oakville Cultural Grants
Workshop June 19, 2018
Town of Oakville Cultural Grants
Each year the Town of Oakville provides a funding envelope for qualified not-for-profit cultural organizations
The process, known as the Cultural Grants Program is administered by the Oakville Arts Council.

3. Terms of Reference Cultural Grants 2019 Workshop June 19, 2018
Committee: Composition
Four to seven members (with at least one new member each year) – maximum two 3-year terms
Members of the committee are drawn from the community-at-large
Individuals who have a demonstrated knowledge of the arts in Oakville and who are arms-length are selected
Grants Review Committee members must declare any conflicts of interest prior to the grants review assessment meeting

4. Terms of Reference Cultural Grants 2019 Workshop June 19, 2018
The Chair must be a member of the Oakville Arts Council Board of Directors and is appointed by and reports to the Oakville Arts Council Board of Directors
A staff representative of the Oakville Arts Council and the Town of Oakville serve as resources to the Committee and are non-voting members
The Grants Review Committee will review applications for grants to cultural organizations, excluding: The Oakville Centre for the Performing Arts, Oakville Museum, Oakville Galleries, The Oakville Historical Society and the Oakville Arts Council

5. Town of Oakville Cultural Grants
Workshop June 19, 2018
Town of Oakville Cultural Grants
The Cultural Grants program is timed to work with the Town’s annual budget process which takes place each fall
Recommendations by the CGRC are:
First, presented to the OAC’s Board of Directors for approval
Next, to the Town’s Budget Committee
Finally, to Town Council for approval

6. Eligibility Criteria Cultural Grants 2019 Workshop June 19, 2018
Applicants must:
Be a duly constituted arts/cultural not-for-profit organization
Have an active Board of Directors or Executive Committee to act as trustees for public funds
Activities must be open to the public
Contribute to the artistic life of the Oakville community
Demonstrate financial responsibility necessary to manage public funds
Demonstrate fiscal sustainability through diverse revenue streams
Follow the appropriate reporting requirements outlined in your letter of agreement

7. Eligible funding Cultural Grants 2019 Workshop June 19, 2018
Day-to-day artistic and administrative expenses of the organization such as: insurance, rent, artistic or administrative fees or salaries, marketing, printing, office supplies, etc.
One-time projects such as: arts and cultural events, workshops or symposia, special equipment (including technology), incorporating, etc.

8. Non-eligible funding Cultural Grants 2019 Workshop June 19, 2018
Individuals or for profit businesses
Non arts and cultural related
Touring expenses
Travel to conferences, competitions, etc.
NEW - Bursaries
NEW - Scholarships

9. The Application Process
Cultural Grants 2019 Workshop June 19, 2018
The Application Process
Applying for funding is done in two stages.
Stage 1:
If your organization received a grant for the 2018 funding cycle, a Final Report will need to be completed prior to applying for funding for 2019
If your organization has never applied for a cultural grant or has had a break in funding, a Statement of Interest will need to be completed
2018 Statements of Interest or Final Reports deadline: September 21, 4 p.m.

10. The Application Process
Cultural Grants 2019 Workshop June 19, 2018
The Application Process
Stage 2:
Final Reports and Statements of Interest will be reviewed by the Cultural Grants Review Committee and each organization will receive either a letter to continue or to advise of ineligibility.
If a letter to continue is received, your organization will be provided with a link to the final application. Application deadline: October 26, 4 p.m.
Applications and reports are submitted through Survey Monkey. Links will be provided via . A link to the Statement of Interest and Final Report will also be posted on the OAC website along with working copies of the forms.

11. Letter of Agreement Expected Timeline
Cultural Grants 2019 Workshop June 19, 2018
Letter of Agreement
If a grant is awarded, your organization will receive a Letter of Agreement outlining expectations and obligations.
Your organization’s Board of Directors is responsible to the Oakville Arts Council for the grant. You will need to ensure your organization’s Board of Directors is aware of the contents.
Expected Timeline
Organizations will receive notification of the CGRC decision and allocation in December Funds will be dispersed in February 2019.

12. Grantee Responsibilities
Cultural Grants 2019 Workshop June 19, 2018
Grantee Responsibilities
Review your grant letter and application to know what you are responsible for:
Credit/Logos
Statistical data for reporting
Timeframe for reporting

13. Application Tips Cultural Grants 2019 Workshop June 19, 2018
Survey Monkey does not allow users to save a partial application and return at a later date
A “working document” will be provided either via or the OAC website so that the application can be worked on in advance and submitted to your board of directors for approval
Additional documents cannot be uploaded to Survey Monkey, they need to be submitted via
Please do not submit paper copies of any supplementary documents, electronic copies only

14. Application Tips Cultural Grants 2019 Workshop June 19, 2018
The application is divided into 3 main sections:
Organization information (questions 1 – 6)
Community Impact (questions 7 – 10)
Organizational Capacity (questions 11 – 15)
Organization Information
Please ensure that your request meets the eligibility guidelines of no more than a maximum of $10,000 or 30% of your budget.
You need only select 2 or 3 goals
Measures should be tied directly to application of grant funds

15. Application Tips Cultural Grants 2019 Workshop June 19, 2018
Community Impact
Make sure you show the review committee that you understand the community you operate in
That your programming is responsive, accessible and accountable to the Oakville community
Show how your mission is being achieved
That you collaborate and form meaningful partnerships with stakeholders
That your programming connects to the needs of the Oakville community

16. Measuring Impact Cultural Grants 2019 Workshop June 19, 2018
For final reports this year we will be asking for groups to provide us with information that speaks to how the additional funds affected your organization, e.g., what were you able to accomplish because of these additional funds?
Measuring Impact
Community Engagement (i.e. # of audience, volunteers, members, students)
Artistic Development/Merit (i.e. purpose, achievements, quality, innovation)
Community Impact (i.e. #/types of collaboration, partnerships, volunteer hours)
Sustainability (i.e. diverse revenues, financial report, governance)

17. Application Tips Cultural Grants 2019 Workshop June 19, 2018
Organizational Capacity
Do you have a strategic plan?
How are you working to increase diversity on your board?
What skill-sets do board and operational teams bring to the organization
Are your programs regularly evaluated for efficiency, professionalism, quality and effectiveness?
Does your organization operate with sound fiscal management and oversight?
Does your organization typically operate with a surplus?

18. Application Tips Cultural Grants 2019 Workshop June 19, 2018
Organizational Capacity (cont’d)
Please ensure that you provide financial information that speaks to the portion of the process, e.g. final report financials should reflect the past or present programming; a budget for future programming should accompany the final application.
If your audited financials for the final report are not yet finalized, they can be submitted with the application, but a year-to-date profit and loss/income statement as well as a balance sheet need to be submitted in the interim.
Please ensure that the budget you present with your final application shows revenue(s) and expenditures

19. Recognition Cultural Grants 2019 Workshop June 19, 2018
The Oakville Arts Council is a not-for-profit, charitable organization operating at arms-length from the Town of Oakville. We:
Are accountable to the Town of Oakville for these public funds
Must ensure transparency regarding the distribution of public funds
Require all of our grantees to provide appropriate recognition to both the Oakville Arts Council and our funder – The Town of Oakville

20. Steps to recognition Cultural Grants 2019 Workshop June 19, 2018
Host public recognition event and invite Mayor/Council and Oakville Arts Council. You may want to recognize your Oakville Cultural Grant at a special event or ceremony such as:
Concert / exhibit
Ribbon-cutting
Award presentation
Add the Cultural Grants logo to your website

21. Steps to recognition, cont’d
Cultural Grants Workshop June 19, 2018
Steps to recognition, cont’d
Acknowledge Cultural Grants in print, film and audio-visual products - in newsletters, pamphlets, signage, manuals, media releases, exhibits, interviews, ads, etc.
“Proud recipient of a Town of Oakville Cultural Grant administered through the Oakville Arts Council”

22. Questions? Cultural Grants 2019 Workshop June 19, 2018
This presentation will be available on the OAC website along with the results from last year’s allocations.
Questions?

23. Cultural Grants 2019 Workshop June 19, 2018
Sample Measures: