1. 2006-2007 Community Arts Grants
Decentralization
Capacity Building

2. 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

3. 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

4. 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

5. 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.

6. 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

7. 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)

8. 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 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

9. 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

10. 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.

11. 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

12. 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!

13. 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

14. 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

15. 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

16. 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

17. 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

18. 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.

19. 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

20. Evidence of Not-For-Profit Status – Capacity Building
IRS Tax Exempt Letter 501(c)(3)
Note: No other documents will be accepted.

21. 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.

22. 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

23. 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

24. Low Priority Requests
Equipment without a clear link to institutional practices
Bricks and mortar
Development or Fundraising support

25. 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

26. 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

27. 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

28. 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.

29. 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)

30. 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

31. Technical Assistance Grant Information Sessions
Grant Writing Clinics ( for dates/times)
Brainstorming project plans, participants, sites, etc.
Draft Reviews
Up to one week prior to deadlines
Not a guarantee of funding

32. 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

33. 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.

34. 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.

35. Questions? Call Us!
Michael Futter, Director of Development and Member Services: (585) , ext. 202;
Clare Gunther, Member Services and Grants Manager, ext. 210;