2008 Community Arts Grants

1. 2008 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 www.artsrochester.org

3. 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 Community Arts GrantsGrants of $500 to $5,000

4. Application Deadline • Deadline for both applications is 5 p.m. on Thursday, November 1, 2007. • Please note: • This is not a postmark deadline. Materials must be in the building by 5 p.m. on November 1st. 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 2008 • 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 2007 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 2007-2008 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. Goals and Objectives • Goals are the “big picture”: • Our organization’s 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.

14. 2008 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

15. 2008 DEC Low Priority Projects • One-time events and festivals • Funding for travel (must be within Monroe County only) and equipment costs • Administrative costs unassociated with project

16. 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

17. 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 photos – NO SLIDES • Writing samples: 3 pages

18. Completing the DEC Project Budget – NEW FORMAT • 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

19. 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.

20. 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

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

22. Capacity Building Funding Priorities • CAPACITY BUILDING IS NOT STABILIZATION! • 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.

23. 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

24. 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

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

26. 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

27. 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 • 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

28. Completing your Application • Applications must be typed • Submit 1 signed original (marked as such) 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

29. BINDER CLIP YOUR APPLICATIONS

30. How much money is available for 2008? • For DEC: $76,100 • For Capacity Building: $25,000, Pending funding from Rochester Area Community Foundation • Average Grant: $2,500 • Note: Grant Programs are extremely competitive. Approximately 1/3 of applicants receive funding.

31. 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, 2008 • DEC: 100% funding up front • Capacity Building: 50% up front; 50% upon receipt of final report (not later than January 31, 2009)

32. 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

33. Technical Assistance • Grant Information Sessions • Grant Writing Clinics (by appointment) • Brainstorming project plans, participants, sites, etc. • Draft Reviews • Up to one week prior to deadlines • Not a guarantee of funding

34. 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 – Approved language is provided with your contract • 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, 2009

35. 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.

36. 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 21, 2007.

37. Questions? Call Us! Michael Futter, Director of Development and Grant Programs; (585) 473-4000, ext. 202; mfutter@artsrochester.org Tracy Kroft, Grants Manager, ext. 210; tkroft@artsrochester.org