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HomeMy WebLinkAboutSeminole Cultural Arts Council 2006 Grant Funds PE - 2006 07 10 SEMINOLE CUL rURAL ARTS COUNCIL 2006-2007 GRANT FUNDS - GUIDELINES AND APPLICATION APPLICATION DEADLINE Compl~ted applications must be postmarked by August 1, 2006 and mailed to Seminole Cultural Arts Council, P.O. Box 180086, Casselberry, FL 32718-0086 or hand delivered to the SCAC office at 127 Quail Pond Circle, Casselberry, FL 32707 by 5:00 p.m. August 3, 2006. Further information may be obtained by telephoning (407) 262-7774 or email: arts@seminoleculturalarts.orq PROGRAM DESCRIPTION AND DEFINITIONS Formed in 1994, the Seminole Cultural Arts Council is a registered 501 (c)(3) nonprofit organization and a member of the Florida Association of Local Arts Agencies and ACE (Arts for a Complete Education). The Council is a catalyst for the preservation of local cultural and historic heritage, including performing, literary, visual arts and sciences, and serves to sustain, develop, and advance the cultural life of Seminole County. In May, 1995 the Seminole County Board of Commissioners designated the Seminole Cultural Arts Council as the official recipient of the Florida ARTS license plate funds. Through the Division of Cultural Affairs, State of Florida, through Florida's Department of Motor Vehicles, $20 from the special"State of the Arts" license tag purchased by Seminole County residents goes toward a grant fund that supports the arts in Seminole County. The SCAC is the designated not-for-profit organization that distributes the license plate fund for Seminole County through this granting process. The Seminole County needs assessment demonstrated a major void of cultural activities within the County, and SCAC addresses this void by serving as the official"State of the Arts" revenue granting agency for Seminole County. PURPOSE: This document sets forth the guidelines and categories for requests for funds from the Seminole Cultural Arts Council (SCAC). Applications will be accepted from organizations that are headquartered in Seminole County and will sponsor and promote cultural/historical arts activities during fiscal year 2006-2007 within Seminole County. GRANTS REVIEW PANEL: A panel of individuals, comprised of Seminole County business and community members, professional non-profit administrators, artists, and educators review grant applications and make recommendations for funding to the Seminole Cultural Arts Council Board of Directors. A member of the SCAC Board serves as Chairperson for the panel. Panel selection is made each year by appointment by the President of the Council. Selection is based on professionalism, geographic representation, minority representation, and diverse cultural! educational prospective. All interested parties are encouraged to apply at any time. Nominations for panel appointments should be made in writing to the President of the SCAC, and must include a letter of interest with an attached resume. Anyone over the age of 18 is eligible for consideration and all nominations should be made in writing and mailed to: Seminole Cultural Arts Council, P.O. Box 180086, Casselberry, FL 32718-0086. SCAC does not discriminate based on sex, race, age, nationality, sexual orientation, or disability. GUIDELINES Applications must conform to the guidelines specified by the Seminole Cultural Arts Council. Applications that do not conform to these guidelines will not be considered for funding. The funding limits are subject to final approval by the Council. GRANT CATEGORIES: Organizations/schools may submit more than one Grant Application. However, due to increased competition for limited funds, NO organization/school will be AWARDED more than ONE grant funding from the total number of Grant Applications that you submit. A separate application for each Grant Proposal must be submitted. Unused funds from successfully awarded grant monies cannot be carried over into your next fiscal year. All SCAC funds must be spent between October 1,2006 through September 30,2007. Grant funding is not automatically renewed; organizations must reapply for funding for each new fiscal year. CATEGORY I: CUL TURAUHISTORICAL ORGANIZATION Funds are to be distributed for activities sponsored by Seminole County cultural/historical organizations. Up to $2,000. CATEGORY II: EDUCATION/EDUCATIONAL OUTREACH Funds are to be used for cultural activities in Seminole County educational institutions. Suggested areas include: Very Special Arts, Cultural Enhancement Programs, and Youth at Risk. Up to $1,000. CATEGORY III: COMMUNITY OUTREACH Organizations applying under CATEGORY III need not be Arts-Affiliated to apply for this grant, but the project must be of an artistic or cultural nature. Funds for cultural programs in the community. This category is meant to serve traditionally non-cultural groups sponsoring or producing a cultural/historical project. Examples include: Boys and Girls Clubs, Concert Series, Senior Programs, YMCA of Seminole County and Juvenile Justice Programs. Up to $2,000 ELIGIBILITY REQUIREMENTS: (1) Only designated 501 (c)(3) not-for-profit organizations or government entities located within Seminole County from October 1,2006 to September 30,2007 may apply. (2) Funds must be used for programs or special projects that are artistic/cultural in nature (arts/culture are defined as including the following disciplines: historic preservation/restoration; arts in education; music; dance; folk arts; humanities; literature; film/video/media; theater and musical theater; visual arts; or the collection or exhibition of historical, archeological, scientific, or ethnic artifacts, handiwork or objects ). (3) Organization must have been in business at least one year. (4) Must have other sources of funding (SCAC is not to be the sole source of funding). < (5) Funds must be expended on program/project direct costs; grants may not be used as general operating support. (6) Programs/projects must take place in Seminole County and funds must be expended during the grant period. 2 (7) Applicants previously funded through the Cultural Council must be in compliance with the terms of their grant award agreement(s). (8) If approved for funding, applicant organization must become a member of the SCAC. (9) Credit line requirement: All publicity for organizations receiving funding from SCAC for specific projects and/or general support shall include the following statement: Funded in part by the Seminole Cultural Arts Council, Inc. (10) Applicant organizations are to maintain current accurate time records and receipts stating actual value of in-kind contributions on file and available for audit. (11) The organization must comply with ADA standards as it relates to persons with disabilities. GRANT FUNDS MAY NOT BE USED FOR: (1) Expenses incurred or obligated prior to or after the grant project period. (2) Lobbying or attempting to influence federal, state, or local legislation. (3) Building, renovation, or remodeling of facilities. Capital expenditures (including acquisitions, building projects, renovations, etc.). (4) Bad debts, contingencies, fines and penalties, interest, and other financial costs. (5) Private entertainment, food, beverages, plaques, awards, clothing or salaries. (6) Projects which are restricted to private or exclusive participation, which shall include restricting access to programs on the basis of sex, race, color, national origin, religion, disability, age, sexual orientation, or marital status. (7) Regranting (using funds to underwrite local grants programs). (8) Contributions, donations, or fundraising. (9) Any other expenses not specifically identified with the project. EVALUATION PROCEDURE: . Each application will be evaluated against established criteria and historic precedent. The number and extent of these allocations will be dependent upon the availability of the designated funds. . Applicants are asked not to contact any member of the Seminole Cultural Arts Councilor Grant Review Panel regarding their request for anything other than questions conceming completion of the application. All contacts should be made to the Review Panel Chairman. . The Seminole Cultural Arts Grant Review Panel will review all applications to determine if they meet the established criteria for funding. Criteria for eligibility are clearly defined in the Application Guidelines. Only those requests that meet the Seminole Cultural Arts Council's criteria will be considered further. . The Seminole Cultural Arts Grant Review Panel will evaluate each proposal, vote on each qualifying applicant, and prepare their recommendations for funding for Fiscal Year 2006- 2007. All funding recommendations of the Review Panel are final. The recommendations will be presented to the full SCAC Board. Grants will be awarded by September 30, 2006; grant funds will be available October 1,2006. GRANT COMPLIANCE: . A contract will be negotiated with each organization that is awarded a grant. These contracts will be monitored by the Seminole Cultural Arts Council. Requests for funds will be reviewed and approved by the same organization. . No funds may be expended against the contract until it is approved and signed by the SCAC Board of Directors and signed by the SCAC President. Funds will be available to the award recipients by October 1, 2006. The official grants period in which all funds 3 must be incurred and expended is October 1, 2006 to September 30, 2007. All materials submitted with applications will become a matter of public record, open to inspection by any citizen of the State of Florida subject to Chapter 119, Florida Statutes. All grants and support material become the property of SCAC and will not be returned. . Final Grant Report will be sent with Award Agreement to funded organizations and must be returned to SCAC by July 1, 2007. Failure to return this Report Form by July 1 st will deem the organization ineligible for future grants from the SCAC. . Former grant recipients must meet all reporting requirements, including final narrative and financial reports, before a new application will be accepted. TIMELlNE: Grant Basic Q and A Workshop *Grant Writing Workshop (in depth) Deadline for completed applications **Panel meets to review application Award/denial letters sent by Grant Period Final reports May 3, 2006 6- 8 PM May 19, 2006 3-6 PM postmarked by August 1 or hand delivered by 5:00 p.m. August 3, 2006. Sept. 7, 2006 3-6 PM Sept. 16, 2006 October 1,2006 - September 30,2007 July 1, 2007 *AII organizations, especially first time applicants interested in applying for a SCAC Grant are strongly encouraged to attend the Grant Writing Workshop. **Each applying organization will be invited to send a representative to make a brief oral presentation to the panel. The presentation is optional. Information will be sent to applicants in advance of the panel meeting. **LATE AND INCOMPLETE APPLICATIONS WILL NOT BE CONSIDERED** REVIEW CRITERIA The Grant Review Panel, will make its recommendations primarily on the basis of the submitted material, therefore, it is essential that all grant proposals are complete, clear and accurate. Panelists evaluate SCAC Grant applications according to the criteria listed below. Percentage point values are indicated for each category, with a maximum rating of up to 100 points as follows: Artistic/Educational/Cultural Value The highest score for this category is 30 points Proposed activities demonstrate artistic, cultural and/or educational value for the community being served. Qualified persons, including board, staff, and community members, are involved in the design and implementation of proposed activities. Project goals are clearly explained and realistic Project impact is clear. Community Participation & Accessibility The highest score for this category is 25 points Applicant addresses the cultural and/or educational, economic and/or social needs of the community. Applicant understands and is responsive to the diverse interests and needs of the community. 4 Applicant's programming and facilities meet or exceed federal ADA requirements. Applicant demonstrates an awareness of community values and the suitability of the proposal to those values. Target audience is defined and promotional plan strongly impacts target audience. Plannina. Evaluation and Documentation The highest score for this category is 25 points Planning procedures are comprehensive and clearly described. Appropriate persons. including board, staff, artists and community members, are involved in planning, documentation and evaluation and have clearly defined roles. Evaluation strategies are appropriate for the participants and the activity; results are used to guide current and future planning and programming. An appropriate marketing/promotional plan is outlined. Applicant demonstrates ability to develop and manage resources appropriately. Oraanizational and Financial Manaaement The highest score for this category is 20 points Applicant demonstrates ability to complete the proposed project or programming. Budget is accurate and realistic for the organization or project and correlates to the applicant's narrative. Applicant organization demonstrates financial stability. Broad base of financial support includes public and/or private sources. APPLICATION INSTRUCTIONS . Please submit an original (noted on front page ORIGINAL and with blue ink signatures) and 5 copies of your completed application (Pages 9-17) and all supporting documents for consideration by the Seminole Cultural Arts Grant Review Panel. . Type or word-process the information using a minimum of "11 point" type. Do not use a. reduced type size or make photocopy reductions. Fonts that are easy to read such as "Arial" are recommended. All support materials including AN materials and additional attachments provided with the original application should be duplicated and placed with each collated application copy; otherwise, the panelists will not receive these materials prior to the panel meeting. . Collate copies in the following order: 1. Cover Page including: Grant Applicant/Organization, Project Name, Category and Contact Person 2. Check List 3. A one-page letter from the Executive Director is optional but beneficial and may be placed in the support material. (See Types of Support MateriaL) 4. I. General Information 5. II. Details of Organization Narrative 6. III. Project Statement 7. IV. Public Impact 8. Budget Summary 9. In-Kind Donation 1 O. Certification 11. Support Material (Please place Required Items in the order listed in Support Materials and include all support materials with each grant copy) 5 . Presentation: Do not use hard-sided 3-ring binders, paperclips, staples, or binder clips, to fasten your application together. Presentation suggestions include: spiral binding or small, soft-sided 3-ring binders. Be certain the margins are wide enough and the binding or hole-punch does not overlap text. Label the outside cover with Proposal Title and Name of Requesting Organization. . Complete all sections and fully answer all of the questions on the Application Form. DO NOT LEAVE ANY QUESTION BLANK; IF IT DOES NOT APPLY, PUT NOT APPLICABLE IN THE SPACE. . Answer the questions in a clear, concise manner. Get to the point and be specific. . Complete each item of each applicable section. . Proof the entire application for grammatical and mathematical errors. Applications may be penalized for errors, missing items, and poor presentation. . Be sure to have your Chief Official/School Principal sign the application. . Please call 407-262-7774 or email artscc.v.seminoleculturalarts.orQ with any questions regarding the completion of this application. SUPPORT MATERIALS Copies of the following items are required and must be attached to your application in a separate section titled SUPPORT MATERIAL for your grant to be considered: THE FOllOWING ITEMS ARE REQUIRED (please place these items in the order listed) . List of organization's officers and board members, indicating terms *(Optional for Schools/School Related Organizations) . Resumes and salaries of administrative staff (Schools/School Related Organizations can omit salary information but should include resumes) . Letter or other document authorizing solicitation of grant funds (Schools/School Related Organizations MUST have authorization letter from School Principal) . IRS Determination Letter of non-profit status . Organization's mission statement . Complete financial statement of last completed fiscal year *(Optional for Schools/School Related Organizations) . List of organization's programming for last completed year (including attendance records) and the current or proposed year *(Optional for Schools/School Related Organizations) . An itemized list of proposed in-kind contributions for project in addition to the required proposal detailed project budget. . Former SCAC grant recipients must include a copy of Final Grant Report from their most recent grant award. *Please Note: Although this information is optional for Schools and School Related Organizations, the Grant Review Panel, will make its recommendations primarily on the basis of the submitted material, therefore, it is essential that all grant proposals provide as much complete, clear and accurate information as possible. 6 THE FOllOWING ITEMS ARE NOT REQUIRED BUT IT IS STRONGLY SUGGESTED THAT THESE ITEMS BE INCLUDED IN THE SUPPORT MATERIAL . Executive Director/School Principal letter (one page) summarizing how the grant will benefit the organization and further objectives. It is also a way to explain or clarify particular points of interest that may not have been directly addressed in the application. . Long-range plan . Examples of reviews, press coverage, programs, advertising, etc. . Most recent audited financial statement Types of Support Materials: With the exception of brochures, catalogs, and AN materials, all support materials must be on 8%" x 11" paper and be clearly labeled. In addition to the required items listed above you may consider including the following: . A one-page letter from the Executive Director/School Principal: This provides an excellent opportunity to summarize how the grant will benefit the organization and further objectives. It is also a way to explain or clarify particular points of interest that may not have been directly addressed in the application. The letter also can be used as a general introduction to the organization and the proposal, and to provide additional information that will lend support to the grant proposal. Many applicants place this letter at the front of the application, rather than in the back. This is perfectly acceptable. . . Printed materials: This includes brochures, catalogs, programs, publications, newsletters, newspaper articles, reviews, photographs, color copies, pre- and post study guides, curriculum, surveys, and test scores. Evaluations and assessments are also extremely helpful. . . Support letters: These can be from participating partners involved in your project such as community leaders, principal, superintendent, department chair, and educators. Letters should be current and no older than one year. . Label all support materials with a heading describing the material. AN materials must be labeled with the organization name. Media reviews should be labeled with the name of the newspaper/magazine, the name of the reviewer, and the date of the review. . Include support materials crediting the Seminole Cultural Arts Council if you have received a grant in the past year (see 9 under Eligibility Requirements). 7 APPLICATION SEMINOLE CULTURAL ARTS GRANT FY 2006-2007 I. GENERAL INFORMATION To assist us in evaluating the impact your event may have on Seminole County and to better understand what support you are requesting, please answer the following questions in full. CITY ZIP PHONE: FAX: (5) E-MAIL ADDRESS OF ORGANIZATION (6) E-MAIL ADDRESS OF CONTACT PERSON (7) ORGANIZATION'S CHIEF OFFICIAL: TITLE: PHONE: FAX: (8) HEADQUARTERS OF ORGANIZATION (Address, if different from #4) (9) CATEGORY FOR THIS GRANT: (10) FEDERAL EMPLOYER ID# (11) AMOUNT REQUESTED $ (12) EVENT/PROJECT COMMENCING: EVENT/PROJECT ENDING: (13) IF YOU DO NOT RECEIVE THE FULL AMOUNT REQUESTED WILL YOU STILL BE ABLE TO PRODUCE THE EVENT/PROJECT? YES NO SCAC is not to be the sole source of funding for Events/Projects. (14) HAVE YOU APPLIED FOR A SCAC GRANT BEFORE? YES NO 8 If so when? (Former grant recipients must meet all reporting requirements, including final narrative and financial reports, before a new application will be accepted.) II. DETAILS OF YOUR ORGANIZATION NARRATIVE In order for the panel to evaluate the proposal in terms of the review criteria, please describe your organization in the following areas in narrative form. Use a separate sheet(s) to complete these questions in clear, concise, detail. Answer all questions pertinent to your grant request. Keep your responses in the same order as they appear in this guide. Responses should be numbered and clearly labeled. It is the responsibility of the applicant to make sure the application is complete. Please note: If a question is not pertinent, please respond "Not Applicable" to indicate a question was not overlooked. (1) State organization's mission. What are your organization's goals and objectives? (2) Provide a brief history of the organization. (3) What programs and services has your organization developed to meet the needs of the people you serve? (4) How does your organization involve people of diverse cultures, those with disabilities, underserved, and seniors in the planning, implementation, participation, and evaluation of your program and services? (5) How does your organization encourage the development and support of Florida's visual, performing or literary artists and/or historians? (6) What cooperative relationships has your organization developed with other arts and/or public and private sector organizations? (7) How does your organization provide and encourage educational programs and services? (8) What is your organization's marketing plans for this event/program? (9) How will your organization monitor expenditures? 9 III. PROJECT STATEMENT Please provide a detailed description of your organization's event/project proposal. All questions must be answered in space provided. Proiect Description: Provide an overview of what is planned and the goals of the project. Include the extent of community involvement, impact this grant will make on your organization, the need for this program, and timeframe. 10 Obiectives and Methods: Describe how the project or program will be implemented and the methods to achieve the stated goals. For example, explain "Who? I What?, When?, and Where? Method of Evaluation: Indicate proposed methods for evaluation of success of the program/project, Le., attendance count, surveys, and print media coverage, etc. Recoanition for Arts License Plates and Seminole Cultural Arts Council: SCAC's ability to continue granting funds depends on the proceeds from sales of arts license plates. For this reason recognition of support is important. Please explain how you would help to foster increased sales of arts license plates. 11 IV. PUBLIC IMPACT (1) What is the number of individuals expected to directly benefit from this project/program. (2) What is the number of visual, performing or literary artists and/or historians participating in this project (volunteer and professional) (3) What is the number of performances and/or activities? (4) Has your organization ever received a grant from the Seminole Cultural Arts Council? _yes _no If yes, what is the most recent year ? Was Final Grant Report Form filed? _yes _no (5) List the average number of audience members attending paid performances or activities. (6) List the average number of audience members attending free performances or activities. (7) Is your audience drawn from one geographic area of Seminole County? _yes_no If yes, please indicate location and/or municipality. (8) Is the applicant organization minority owned and/or operated? _yes _no If yes, please explain: (9) Is the proposed program designed to serve minority or special constituencies? _ yes _ no If yes, please explain: (10) Will the proposed project be available to minorities or special constituencies? _yes_no If yes, please explain 12 PROJECT EXPENSES: Use additional sheets if necessary. DESCRIPTION CASH GRANT FUNDS IN KIND $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ $ TOTAL $ $ $ TOTAL PROJECT EXPENSES $ Add all columns v. PROJECT BUDGET SUMMARY 13 V. PROJECT BUDGET SUMMARY (continued) PROJECT INCOME: Use additional sheets if necessary. DO NOT INCLUDE THIS GRANT REQUEST. DESCRIPTION CASH INCOME $ $ $ $ $ $ $ $ TOTAL PROJECTED PROJECT INCOME $ ....................................................................... GRANT AMOUNT REQUESTED TOTAL PROJECT INCOME + '$ $ + TOTAL IN-KIND CONTRIBUTIONS $ TOTAL $ Grant amount + Project Income + In-Kind Contributions should equal TOTAL EXPENSES 14 Exhibit 'A' IN-KIND DONATION The Florida Division of Cultural Affairs, the SCAC, and other granting agencies require the following information be provided for in-kind donations: Company Name: Address: Phone: FAX: Amount of Donation: Description of Service Rendered: Date Donated/Performed: Grant Project Number: Signature of Donor/Company Official: In-kind contributions may be counted as partial matching funds for most grant projects. Organization Name: Authorized Signature: Address: Telephone: FAX: 15 CERTIFICATION I have reviewed this application for funds from the Seminole Cultural Arts Council for FY 2006-2007. I am in full agreement with the information contained herein. To the best of my knowledge, the information contained in this Application and its attachments are accurate and complete. Authorizing Official* uJ~L-__ ............... TREASURER DATE: *Principal of school if applying under Category II 16 GLOSSARY Accessibility - opening existing programs, services, facilities, and activities to individuals with disabilities. Inclusiveness of persons with disabilities is addressed through staffing, mission, policy, budget, education, meetings, and programs to insure that audiences/ participants have an equal range of opportunities. Chief Official- name of person with authority to legally obligate "Applicant." Community Organizations - civic, social service and business groups that may be involved in the project for which funding is being requested. These may include science organizations, historical organizations and organizations which serve diverse populations Contact Person - the person to contact for additional information about the application. The person with immediate responsibility for the project. Cultural Events - includes different artistic, cultural, or educational aptivities produced or sponsored by the grantee, that are open and accessible to the public, and take place in the grant period, Le. performances, exhibits, rehearsals, workshops, classes, seminars, demonstrations, conferences, publications, or media broadcasts. Do not include strictly fundraising/ gala events. Note: To count number of events, only include the number of different events which were offered, Le. a play performed ten times, or a museum exhibit running for three months, should each be counted as one event. Goals: Broad statements that are usually general, abstract, issue oriented with realistic priorities. Goals are along-term end to which programs and activities are developed and should reflect the organization's mission statement. Goals can be listed in priority order and ranked. Example: To generate community dialog and awareness about the visual arts. In-kind Contributions - all non-cash contributions provided to the grantee and other non-federal parties. These contributions may be in the form of charges for real property and nonexpendable personal property and the value of goods and services directly benefiting and specifically identifiable to the project or program. The basis for the valuation of personal services, material, equipment, buildings, and land must be fair market value and be documented. This includes all such goods and services provided the grantee by a third party in lieu of a cash contribution. Methods: These are the specific activities. The objectives are measurable through the methods. Objectives: Specific, measurable ends that are achievable within a time frame and mark progress towards achieving an associated goal(s). These are clear targets for specific action (methods), and mark quantifiable interim steps towards reaching a goal. There may be more than one objective for a goal. Example: Increase the number of Seminole County community members that attend art activities at the XYZ Cultural Center during fiscal year 2006-2007 by 25%. Regranting - using state grants monies to underwrite grants programs or individual grants within one's own organization or another organization. 17