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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


Capacity Building

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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

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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

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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

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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.

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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

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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)

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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

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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

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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.

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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

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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!

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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.

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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


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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

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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

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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

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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

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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.

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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

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Evidence of Not-For-Profit Status – Capacity Building

  • IRS Tax Exempt Letter 501(c)(3)

  • Note: No other documents will be accepted.

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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.

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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

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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

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Low Priority Requests

  • Equipment without a clear link to institutional practices

  • Bricks and mortar

  • Development or Fundraising support

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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

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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

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Completing your Application Building)

  • 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

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How much money is available for 2008? Building)

  • 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.

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How Grants Are Determined Building)

  • 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)

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Appeals Process Building)

  • 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

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Technical Assistance Building)

  • 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

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If You Receive a Grant Building)

  • 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

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Important to Know Building)

  • 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.

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After Submitting the Application Building)

  • 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.

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Questions? Call Us! Building)

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