Cultural Grants 2015 Workshop June 26, 2014

1. Cultural Grants 2015 WorkshopJune 26, 2014 Building Blocks: Applying for a Cultural Grant The Town of Oakville and the Oakville Arts Council continue to offer free professional development workshops for not-for-profit groups

2. Cultural Grants 2015WorkshopJune 26, 2014 Agenda Town of Oakville Cultural Grants Eligibility and Criteria Terms of Reference Cultural Grants Deadlines Reporting Cycle Reporting and Applying Recognition Policy Grant Responsibilities Questions and Answers

3. Cultural Grants 2015 WorkshopJune 26, 2014 • Town of Oakville Cultural Grants • Town of Oakville funding • Operating and project grants to qualified not-for-profit cultural organizations • Oakville Arts Council administers the Cultural Grant Program • Reviewed by an arm’s-length Grants Review Committee • Recommendations are presented to the Town’s Budget Committee and then to Town Council for approval • Oakville Arts Council advocates to Town of Oakville to increase funding to program

4. Cultural Grants 2015WorkshopJune 26, 2014 • Eligibility Criteria • 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 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

5. Cultural Grants 2015 WorkshopJune 26, 2014 • Eligibile/Non-eligible funding Eligible Funding: • 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. Non-eligible Funding: • Individuals or for profit businesses • Non arts and cultural related • Touring expenses • Travel to conferences, competitions, etc.

6. Cultural Grants 2015WorkshopJune 26, 2014 • Terms of Reference • Committee: Appointment and Composition • Four to a maximum of seven members (with at least one new member each year) – maximum 3 year term • The Chair is a current 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

7. Cultural Grants 2015WorkshopJune 26, 2014 • Terms of Reference • Committee: Appointment and Composition • Positions are sought from the community-at-large, with a demonstrated knowledge of the arts in Oakville – must be arms-length • Each year, the Oakville Arts Council Board of Directors or Executive will appoint the Grants Review Committee and approve the administrative process • Responsibilities • Receive and Review • Request clarification or additional information • Debate and establish grant levels for all applications

8. Cultural Grants 2015 WorkshopJune 26, 2014 • Terms of Reference • Offer constructive comment to assist the Budget Committee • Submit recommendations to the OAC Board of Directors • Reconvene • 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 • Conflict of Interest • Grants Review Committee members must declare any conflicts of interest prior to the grants review assessment meeting

9. Cultural Grants 2015WorkshopJune 26, 2014 • Applying • All materials are available on-line at: • www.oakvillearts.com/ Services / Cultural Grants: • Final Report PDF • Statement of Interest PDF • Sample PDFs – How to fill in Forms • Working document in MSWord format • Links to on-line application

10. Cultural Grants 2015WorkshopJune 26, 2014 • Deadlines Applying for funding is done in two stages: • Statement of Interest or 2013 Final Reports deadline: September 19, 2014 @ 4 p.m. • Application deadline: October 24, 2014 @ 4 p.m. Successful applicants will receive a Letter of Agreement from the Oakville Arts Council

11. Cultural Grants 2015WorkshopJune 26, 2014 • Letter of Agreement • Board of Directors is responsible to Oakville Arts Council for the grant • Ensure Board of Directors is aware of the contents • Use it as a reference, have it handy, get familiar with it • Clearly outlines expectations

12. Cultural Grants 2015 WorkshopJune 26, 2014 • Funding Cycle

13. Cultural Grants 2015 WorkshopJune 26, 2014 • Reporting Assessment – Program Measures • What is your evaluation plan?

14. Cultural Grants 2015 WorkshopJune 26, 2014 • 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)

15. Cultural Grants 2015 WorkshopJune 26, 2014 • What are the goals of your funding request in 2015? • Select 2 or 3 Goal areas to concentrate on. • Measures should be tied directly to application of grant funds • Contact Bernadette Ward if you are unsure how to measure your goals

16. Cultural Grants 2015 WorkshopJune 26, 2014 • Artistic Development/Merit Sample Measures:

17. Cultural Grants 2015WorkshopJune 26, 2014 • Recognition As the Oakville Arts Council is a not-for-profit, charitable organization who is 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

18. Cultural Grants 2015WorkshopJune 26, 2014 • Steps to recognition • 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 current Cultural Grants logo to your website and create a link to http://www.oakvillearts.com/Default.aspx?pageId=550578

19. Cultural Grants 2015 WorkshopJune 26, 2014 • 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”

20. Cultural Grants 2015WorkshopJune 26, 2014 • Grantee Responsibilities • Review the grant to know what you are responsible for: • Credit • Logos • Stats • Timeframe of reports • To whom they should be sent: Bernadette Ward2302 Bridge Road,Oakville, ON L6L 2G6bward@oakville.ca

21. Cultural Grants 2015 WorkshopJune 26, 2014 Questions?