Suffolk County Cultural Grants Program Administration Manual 2009
Administration Manual for
Suffolk County Cultural Grant Programs
2009
"The purpose of the Suffolk County Cultural Arts Grant Program is to fund quality cultural programs
that assist in the growth and development of the arts and cultural tourism within the county, and
advance the objectives of the Department of Economic Development and Workforce Housing.
A thriving cultural community generates income, jobs, tax revenue, and visibility for a region. The arts
and cultural life of a region are principal determinants of quality of life, which is recognized as a
critical factor in location decision making for skilled workers and companies."
Suffolk County Department of Economic Development and Workforce Housing
Office of Cultural Affairs (SCOCA)
H. Lee Dennison Bldg., 2nd Floor
100 Veterans Highway
Hauppauge, NY 11788-0099
Steve Levy, County Executive
Patrick Heaney, Commissioner
Michelle Isabelle-Stark, Program Director
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Suffolk County Cultural Grants Program Administration Manual 2009
Introduction
This manual is designed to assist cultural arts grantees receiving project support in managing their
grant activity consistent with the grant agreement, Suffolk County guidelines and policies, and the
Suffolk County Administrative Code. Grant programs covered by this manual include the:
Community Arts Regrant Program
Cultural Tourism Program
The manual provides some background for requirements contained in each grant agreement.
Grantees should become thoroughly familiar with the grant guidelines contained in the manual for the
grant program through which funds were granted. Guidelines differ among the grant programs and
may differ from year to year.
It is suggested that grantees keep the guidelines in a file with the grant agreement and this
manual in order to have a complete set of documents governing the grant.
Grant funds are to be used for the execution and promotion of cultural arts programs open to the
public. For purposes of this grant cultural arts means any and all cultural disciplines, which include,
but are not limited to: music, dance, drama, theatre programs, creative writing, literature, architecture,
painting, sculpture, folk arts, photography, video and film, public media, history, museums; and the
execution and promotion of other allied major cultural forms.
Submitting an application does not guarantee funding.
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Suffolk County Cultural Grants Program Administration Manual 2009
GRANT GUIDELINES
Funding Restrictions
These funding restrictions are applicable to ALL Cultural Arts grant programs. Grant funds may not
be used for:
Expenses incurred or obligated prior to or after the grant period - January 1, 2009 through
December 31, 2009.
Capital construction or real property.
Management and General expenses (administration salaries, office, utilities, insurance, etc.).
Outside Professional (legal, accounting, public relations, fundraiser).
Arts programs of Social Service agencies where the programs are essentially recreational,
rehabilitation, or therapeutic.
Any interest, reductions, deficits, loans, fines, penalties or cost of litigation.
Prize money, scholarships, awards, plaques, certificates, or contribution
Benefits and projects planned primarily for fundraising purposes.
Entertainment and promotions including related expenses such as reception, food, beverages,
flowers, and T-shirts.
Projects or organizations whose primary purpose is not secular and programs where the primary
effect of funding would be to support a religion.
Arts programs of public school districts, libraries, or universities, or performing activities for/by
students. Affiliates or components of such public institutions providing services not presently
available and/or programs of broad community impact in Suffolk may be considered at the
discretion of the Legislative Committee on the Arts.
Projects that are restricted to private participation, including those programs which would restrict
public access on the basis of race, gender, creed, national origin, age, disability or habitat.
ELIGIBILITY CRITERIA
Community Arts Regrant Program:
1. You may send either your organization's Internal Revenue Service Letter of Determination of Non-
profit Status, or a copy of your organization's New York State Charities Registration Filing. A form
used for making tax-exempt purchases is not an acceptable proof of not-for-profit status.
2. Suffolk-based and arts or culturally oriented.
Cultural Tourism Progam
1. Organization's Internal Revenue Service Letter of Determination of Non-profit Status; and
2. Suffolk-based and arts or culturally oriented.
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Suffolk County Cultural Grants Program Administration Manual 2009
FUNDING CRITERIA
The following factors will be taken into consideration in the evaluation process:
Program Quality.
Number of people served and age group reached.
Geographical location and availability of comparable programs in the area.
Cost effectiveness of the program.
Planning, managerial, and fiscal competence of the organization.
Nature and extent of organization’s public and private support.
Program diversification among grants awarded.
Demonstrated community support and community need.
Funding Program Priorities
The Department of Economic Development and Workforce Housing prioritizes the funding of arts
programming that advances the following goals:
1. Increase cultural tourism in Suffolk County – collaborations are strongly encouraged between
tourism promotion agencies, arts, humanities, folklife, and historical organizations;
2. Revitalization of Suffolk County downtown areas through cultural anchors such as renovated
theaters and museums;
3. Increase visitation to historic locations and county parks for arts, heritage and cultural events.
4. Increase opportunities for professional and amateur performing, visual, literary, and media artists
living in Suffolk County.
Organizations may apply for either the Community Arts Regrant program OR the Cultural Tourism
program BUT NOT BOTH.
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Suffolk County Cultural Grants Program Administration Manual 2009
Community Arts Regrant Program
This program funds small arts organizations and groups that have small budgets, little or no assets,
and whose primary purpose and activities are aimed at serving the general public of the communities
in which they perform. Community Arts is designed to help smaller organizations continue,
strengthen, and expand current programs and audiences. Any arts organizations whose primary
purpose and activities are the production and/or coordination of public programs in the performing,
visual, media, multidisciplinary, or literary arts may submit a Community Arts Regrant application if
they meet the eligibility criteria.
This program is administered by the Suffolk County Alliance of Arts Councils, which is comprised of
the Babylon Citizen's Council on the Arts, Brookhaven Arts and Humanities Council, East End Arts
Council, Greater Port Jefferson-Northern Brookhaven Arts Council, Huntington Arts Council, Islip Arts
Council, and Smithtown Township Arts Council.
This is a competitive program. There is absolutely no guarantee of funding. The Citizen's Arts
Advisory Board will evaluate each application. Their funding recommendations will then be forwarded
to the Executive Directors of the Suffolk County Alliance of Arts Council Executive Directors for
disbursement to the community organizations. One arts council will be selected by the Citizen's Arts
Advisory Board to administer your grant. Your contract will be with the arts council NOT with Suffolk
County.
Minimum Grant: none
Maximum Grant: $5,000
Application: Suffolk County Community Arts Regrant Application 2009
Application Deadline: Applications must be received (not postmarked) by standard or express mail
service, or hand-delivery by 5 pm Friday, December 12, 2008. Electronic submission is also
required by this date.
Applications received after the deadline will be returned to the applicant. Incomplete applications will
not be considered.
Grant Requirements: Organizations must submit invoices and copies of cancelled checks to the arts
council administrator for expenses paid with the grant funds the earliest of 60 days after the
completion of project or January 31, 2009.
Grant Scoring Criteria
The following criteria, in correspondence with the application you will complete and submit, is utilized
by the Arts Advisory Board to rate the grant submissions.
A grant application may receive a total of 100 points; those 100 points are broken down as follows:
1. Program Quality (45)
2. Planning, managerial, and fiscal competence of the organization (20)
3. Demonstrated community support and community need (35)
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Suffolk County Cultural Grants Program Administration Manual 2009
Cultural Tourism Program
This program funds museums, festivals, arts in parks, and historical programs. The following
objectives are adapted from New York State's cultural tourism program:
Develop new arts and cultural heritage tourism products that have the greatest potential to
increase economic impact to communities and regions.
Enhance an existing arts and cultural heritage tourism product in order to significantly increase
the economic impact to communities, regions and state.
Develop productive partnerships between local and regional arts and tourism organizations;
and/or public and private sector organizations, and/or state and federal agencies. Develop a
common vision and implementation plan for the development of cultural heritage.
Insure quality and integrity of interpretation and presentation of Suffolk County Long Island's
culture.
Attract new arts and cultural heritage visitors to Suffolk County in a way that will extend tourist
seasons or increase expenditures by tourists.
Minimum Grant: $5,000
Maximum Grant: $30,000
Application: Suffolk County Cultural Tourism Application 2009
Two parts - Word Document and Excel Document
Application Deadline: Applications must be received (not postmarked) by standard or express mail
service, or hand-delivery by 5 pm Tuesday, November 18, 2008. Electronic submission is also
required by this date.
Applications received after the deadline will be returned to the applicant. Incomplete applications will
not be considered.
Grant Scoring Criteria
The following criteria, in correspondence with the application you will complete and submit, is utilized
by the Arts Advisory Board to rate the grant submissions.
A grant application may receive a total of 100 points; those 100 points are broken down as follows:
1. Program Quality (45)
2. Planning, managerial, and fiscal competence of the organization (10)
3. Demonstrated community support and community need (30)
4. Addresses funding program priorities (15)
NOTE THAT LATE FILING OF FINAL REPORTS FROM PRIOR YEAR WILL BE CONSIDERED IN
GRANT SCORING!
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Suffolk County Cultural Grants Program Administration Manual 2009
Arts organizations that partner with a destination marketing organization (DMO); local government
tourism office; individual non-profit organization representing tourism-related products; or
individual chambers of commerce will be eligible for a 1 to 1 Matching Grant Program based on a
reimbursement schedule from the Long Island Convention & Visitors Bureau. LICVB Program
objectives - in order of priority:
1. The primary intent of this program is to drive overnight visitation to Long Island.
2. The secondary intent is to encourage cooperative partnerships between communities and
regions to better leverage limited financial resources in marketing Long Island as a visitor
destination.
3. The tertiary intent is to provide financial assistance to individual not-for-profit organizations
representing tourism-related products and programs to leverage their limited financial
resources.
The following are qualified DMO's in Suffolk County:
1. Long Island Wine Council
Contact: Steve Bate, Executive Director steve@liwines.com 631-477-8493, www.liwines.com
2. North Shore Heritage Alliance
Contact: Gloria Rocchio, Director, Ward Melville Heritage Organization, 631-751-2244, Stony Brook, NY
3. North Fork Promotion Council
Contact: John Bishoff, 631-948-0234, www.northfork.com
4. Long Island Farm Bureau
Contact: Joseph M. Gergela III, Executive Director jgergela@lifb.com 631-727-3777, http://www.lifb.com/
5. Hamptons Visitors Council
Contact: Andrea Gurvitz, Executive Director, agurvitz@optonline.net, tel. 631 324-3082,
http://www.hamptonsvisitorscouncil.com/
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Suffolk County Cultural Grants Program Administration Manual 2009
The following contractual requirements apply
ONLY TO CULTURAL TOURISM applicants
Insurance Requirements
All cultural arts contract agencies are required to procure commercial general liability insurance in an
amount not less than $2,000,000 combined single limit for bodily injury and property damage per
occurrence. The organization must furnish a Certificate of Insurance evidencing compliance and
naming County of Suffolk as additional insured. The policy and certificate must provide for the
County of Suffolk to be a certificate holder and to be notified in writing thirty days prior to any
cancellation. Please see the attached sample Certificate of Insurance, and Waiver letter.
If the organization finds the amount of coverage a hardship, or not appropriate for the risk, you must
explain why in writing to the Office of Cultural Affairs. The Office of Cultural Affairs will then apply for
a waiver for the $2,000,000 per occurrence requirement from the Division of Risk Management. The
Division of Risk Management will evaluate waivers on a case by case basis.
Contract Changes
If there are any changes in a Suffolk County funded program or program budget, a request for
approval must be submitted in writing to the Suffolk County Office of Cultural Affairs as required by
contract “within ten (10) days after the contractor discovers or ought to have discovered” the change.
Crediting Suffolk County
Credit must be given to Suffolk County in any printed material, programs, press releases, etc. for all
funded programs as follows:
Funding provided, in part, by Suffolk County under the auspices of The Office of Cultural Affairs, Steve Levy,
County Executive.
Wherever possible the logo for The Office of Cultural Affairs should be displayed*.
Program Evaluation
Two tickets to funded programs must be made available to the Suffolk County Office of Cultural
Affairs for the purpose of evaluation. The Program Director or a member of the Citizen's Arts
Advisory Board may do evaluation.
Final Reports/Grant Payment
A voucher for grant payment will be sent with the fully executed contract for services. The voucher
should be signed and returned so that payment can be made. A check is then issued from the
Suffolk County Department of Audit and Control. An organization must submit a final report to the
Office of Cultural Affairs within 60 days after the funded program is completed. Expenses, programs,
and services performed are reviewed to ascertain an organization’s compliance with the contract
terms. Please note that if a final report is not filed within the allotted time the organization may not be
eligible for future funding.
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Suffolk County Cultural Grants Program Administration Manual 2009
APPLICATION INSTRUCTIONS
Suffolk County Community Arts Regrant Program
Download the Word document "Suffolk County Community Arts Regrant Application 2009.doc"
to your computer from the www.suffolkartsandfilm.com website. Name the file as follows:
OrganizationNameCAR2009.doc
(Example: ArenaPlayersCAR2009.doc)
The Word document contains fields for all information required. You can use the key to
navigate through the different fields of the document.
Applicant Information
Complete all entries. Make sure we have your latest email address. This is how we communicate
with you.
Organizational Budget Summary
Enter organization's budget information for last complete fiscal year. Make sure cash expenses and
in-kind expenses are differentiated. In-kind expenses should be itemized on a separate sheet and
attached to the application. In-kind expenses demonstrate support of the organization.
Audience Statistics
Estimate annual audience size and composition.
Organization Mission Statement/Organizational History
Enter a concise mission statement that clearly states the purpose of the organization.
Projected Unearned Income for 2009
Enter all projected unearned income that the organization anticipates receiving in 2009. List the
projects that will be funded by the source of income.
Project Narrative
Community Arts Regrant Program applicants are limited to one project. A project can be defined as
one exhibit or a series of related activities. For example, if your organization were a musical group
applying for 3 performances then that would be 1 project, not 3 projects. Pick the discipline that best
describes the project.
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Suffolk County Cultural Grants Program Administration Manual 2009
Funding Request - Project Budget Details
This is for the entire budget for your project. A project can be defined as one exhibit or a series of
related activities. For example, if your organization were a musical group applying for 3
performances then that would be 1 project, not 3 projects.
If your organization is receiving performance fees by an arts council, library or other presenter make
sure that it is noted under Earned Income section.
Enter all expenses associated with producing project. Give a brief description of each expense item.
Key artistic, administrative, and technical personnel biographies and/or resumes should be attached
to the application.
TOTAL PROJECT REQUEST cannot exceed $5,000 OR the deficit, whichever is less.
Funding Request - Project Venue Information
In the table list tentative dates, times and venue for your project.
SUBMISSION INSTRUCTIONS
Submit an electronic copy of the grant application to michelle.stark@suffolkcountyny.gov.
Compile a package with the following components:
1. One original paper application; (required)
2. Eleven copies of the application; (required)
3. One proof of IRS 501(c)3 tax exempt status OR NYS ; (required)
4. Attachments - One copy of each
IRS tax-exempt letter OR copy of your organization's New York State Charities Registration Filing
LW-38 Living Wage/Certification check Section II. Reason Living Wage does not apply
"Cultural grant less than $5,000." Available online at www.suffolkcountyny.gov → Department of Labor
Select Living Wage from index on left of webpage
Supplementary materials to back up the application such as videos, photographs, reviews, or biographies of
key artistic personnel. (optional, but highly recommended)
Letter from primary performing venue on their letterhead affirming performance/workshop/exhibit date and
fee, if any.
Send complete package to the following address:
Suffolk County Department of Economic Development and Workforce Housing
Office of Cultural Affairs, Grants
H. Lee Dennison Bldg, 2nd Floor
100 Veterans Highway
Hauppauge, NY 11788
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Suffolk County Cultural Grants Program Administration Manual 2009
APPLICATION INSTRUCTIONS
Suffolk County Cultural Tourism Program
The 2009 Suffolk County Cultural Tourism Grant Program application consists of two separate
electronic files:
1) A Word document for program narratives.
2) An Excel file for budget information.
Every page has a field to enter the organization's name. Make sure your organization name is
on every page.
WORD DOCUMENT file: Suffolk County Cultural Tourism Grant 2009.doc
Download the Word document to your computer. Name the file as follows:
OrganizationName2009.doc
(Example: ArenaPlayers2009.doc)
The Word document contains fields for all information required. You can use the key to
navigate through the different fields of the document.
Organization and Contact Information/Certification and Release
Complete all entries and have certified by an officer who has the authority to obligate the
organization. Make sure we have your latest email address. This is how we communicate with you.
Organization Mission Statement/Organizational History
Enter a concise mission statement that clearly states the purpose of the organization. In the
organizational history section explain how the organization has evolved and grown over time, where
the organization is presently, and in what direction the organization is going. Be sure to include major
accomplishments.
Personnel/Audience/Board of Directors
List the ten top administrative, artistic, and technical personnel in the organization.
List the Board of Directors and identify officers. You may supply this list in a separate file and/or
printout - write "see attached" and include in a supplementary Word file attachment with the finished
application. Make sure the attachment has the organization's name!
Program Proposal
Arts Councils, museums, theatres and performing arts centers can apply for up to three separate
programs.
Select a discipline that best describes the program and complete all of the information.
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Suffolk County Cultural Grants Program Administration Manual 2009
EXCEL DOCUMENT file: Suffolk County Cultural Tourism Grant Budget 2009.xls
Download the Excel document to your computer. Name the file as follows:
OrganizationName2009.xls
(Example: ArenaPlayers2009.xls)
Projected Unearned Income
Enter all projected unearned income that the organization anticipates receiving in 2009. Identify
whether there are any restrictions. List the projects that will be funded by the source of income. This
information can be included in the supplementary Word file, provided all information requested is
included.
Total Organization Operating Budget
Provide budget data for 3 years - previous, present, and next fiscal years.
Estimated Program Budget(s)
Arts Councils, museums, performing arts centers and theaters can apply for up to 3 separate
programs. A program is a series of performances, workshops or an exhibit. If your organization is a
musical group applying for 3 performances then that would fall under 1 program of 3 performances,
not 3 programs. Arts councils, theatres and museums typically have a variety of programs that are
clearly differentiated and have distinct expense and revenue sources.
Identify the Program Name in the field provided. Identify all projected expenses and income for each
program for which you are applying for funding through Suffolk County.
Program Calendar
Please provide a calendar of events for the programs listed on the application. Include date, time,
venue name and address, name of project, and admission information. The calendar can be in any
format you choose as long as it is clear.
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Suffolk County Cultural Grants Program Administration Manual 2009
SUBMISSION INSTRUCTIONS
Submit an electronic copy of the grant application to michelle.stark@suffolkcountyny.gov.
Compile a package with the following components:
5. One original paper application; (required)
6. Eleven copies of the application; (required)
7. One proof of IRS 501(c)3 tax exempt status; (required)
8. One complete set of financial statements including Statement of Financial Position,
Statement of Cash Flows, and Statement of Activities - OR - IRS Form 990; (required)
9. Supplementary materials to back up the application such as videos, photographs, reviews,
or biographies of key artistic personnel. (optional, but highly recommended)
Submit the package postmarked by November 18, 2008 to the following address:
Suffolk County Department of Economic Development and Workforce Housing
Office of Cultural Affairs
H. Lee Dennison Bldg, 2nd Floor
100 Veterans Highway
Hauppauge, NY 11788-0099
Attn: Grants
PLEASE BE ADVISED THAT ANY PACKAGE THAT DOES NOT INCLUDE THE 4 REQUIRED
COMPONENTS WILL BE REJECTED AND GIVEN NO FURTHER CONSIDERATION. NO
EXCEPTIONS WILL BE MADE.
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Suffolk County Cultural Grants Program Administration Manual 2009
AS A GRANT RECIPIENT OF THE SUFFOLK COUNTY CULTURAL ARTS PROGRAM, YOUR
ORGANIZATION ENTERS INTO A CONTRACT FOR SERVICES WITH THE COUNTY OF
SUFFOLK SUBJECT TO A NUMBER OF TERMS AND CONDITIONS. ONCE YOU ENTER INTO A
CONTRACT WITH THE COUNTY YOU ARE IDENTIFIED AS A “NONPROFIT CONTRACT
AGENCY”. ONE OF THE REQUIREMENTS OF THIS CONTRACT IS TO SUBMIT A FINAL
REPORT WITH A FULL ACCOUNTING OF HOW THE ORGANIZATION EXPENDS THE GRANT
MONIES RECEIVED FROM THE COUNTY, DUE WITHIN 60 DAYS AFTER THE COMPLETION
OF THE FUNDED PROGRAM, AND A SET OF FINANCIAL STATEMENTS, DUE NO LATER
THAN 180 DAYS AFTER THE COMPLETION OF THE ORGANIZATION’S FISCAL YEAR. AN
INCOME STATEMENT, OR STATEMENT OF ACTIVITIES, DOES NOT CONSTITUTE THE FULL
SET OF FINANCIAL STATEMENTS REQUIRED BY YOUR CONTRACT.
Financial Statements are external reports that help users analyze an organization’s activities.
Contributors and organizations that contract for services with nonprofit organizations such as Suffolk
County Office of Cultural Affairs (SCOCA) use accounting information to evaluate the use and impact
of their donations.
FINAL REPORT FINANCIAL STATEMENT REQUIREMENTS
The Suffolk County Office of Cultural Affairs requires that nonprofit arts and cultural organizations
that are the recipients of Cultural Arts grants abide by the rules established through the Financial
Accounting Standards Board (FASB). These rules are called generally accepted accounting
principles, or GAAP. Your organization is required to develop financial statements in accordance with
GAAP.
In particular, you are required to provide the following set of financial statements as defined in FASB
117, which addresses the reporting requirements for nonprofit organizations:
Statement of Activities
The Statement of Activities reports revenues and expenses incurred by the organization for the
fiscal year in which the organization received a grant.
Statement of Financial Condition
The Statement of Financial Position reports the types and dollar amounts of assets, liabilities
and net assets at a given point in time. SCOCA requires a Statement of Financial Position for
the end of the organization’s fiscal year.
Assets are resources owned or controlled by an organization. Assets include cash,
accounts receivable, supplies, equipment, buildings, and land.
Liabilities are obligations of an organization. They represent claims of others against
the assets of an organization. Liabilities include accounts payable and notes payable.
Net Assets (previously called fund balances) represents the net of assets over liabilities.
Three classes of net assets must be reported as unrestricted, temporarily restricted, and
permanently restricted. Restrictions are determined by the conditions which donors
place on their contributions.
Statement of Cash Flows
The Statement of Cash Flows describes the sources (inflows) and uses (outflows) of cash for a
reporting period. SCOCA requires a Statement of Cash Flows for the organization’s fiscal
year.
Cancelled Checks (copies) OR Bank Statement - proof that expenses were incurred as per
contract.
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