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2008 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)

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2008 community arts grants

2008 Community Arts Grants


Capacity Building

about the arts cultural council for greater rochester
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

Community Arts GrantsGrants of $500 to $5,000
application deadline
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
basic eligibility
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
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
who may apply for dec grants
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)
who may not apply for dec funding
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
dec will not fund complete list page 4 guidelines
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
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
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
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!

goals and objectives
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.
2008 dec funding priorities
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
2008 dec low priority projects
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
dec funding criteria
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
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
completing the dec project budget new format
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
capacity building grants
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
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
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
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
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
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
Low Priority Requests
  • Equipment without a clear link to institutional practices
  • Bricks and mortar
  • Development or Fundraising support
capacity building will not fund
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
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
completing your application
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
how much money is available for 2008
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.
how grants are determined
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)
appeals process
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
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
if you receive a grant
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
important to know
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
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.
questions call us

Questions? Call Us!

Michael Futter, Director of Development and Grant Programs; (585) 473-4000, ext. 202; [email protected]

Tracy Kroft, Grants Manager, ext. 210; [email protected]