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2013 Guidelines New York State Council on the Arts Decentralization Programs Deadline:October 12,2012 Overview The Community Arts Grants are competitive arts grants that provide financial and technical assistance for community-based arts and culture program by eligible non-profit organizations or sponsored artists in Allegany, Cattaraugus and Chautauqua Counties. These grants are administered by The Cattaraugus County Arts Council (CCAC) and funded by the New York State Council on the Arts (NYSCA). Decentralization Purpose of the Decentralization Program (DEC) is to foster the continued development of local cultural resources responsive to community needs The DEC program is funded by the New York State Council on the Arts and is administered locally by the Cattaraugus County Arts Council DEC helps to ensure access to arts and culture in each of the 62 counties of New York State, including areas that are geographically isolated, economically disadvantaged, and ethnically diverse. DEC funding provides support for community-based arts & cultural activities through a local decision making grant process that reflects the unique character of each community. Grant Workshops The following free information workshops offer assistance in understanding the grant process, the program guidelines, the grant application and provide grant writing tips. All grant applicants are required to attend a grant workshop. No pre-registration required; just drop in! Individual grant assistance and planning sessions are available. Contact Courtney at 716.372.7455 or Courtney@myartscouncil.net Grant Workshops Dunkirk, NY 8/20- 12pm- CCAC, 100 West Main St, Allegany NY 9/6- 6-8pm- Patterson Library, 40 Portage St, 8/20- 6pm- Cuba Circulating Library, 39 E. Main St, Westfield, NY Cuba, NY 9/10- 6-8pm- Randolph Free Library, 26 Jamestown St, 8/23- 6pm- Wide Awake Club Library, 46 W. Main St, Randolph, NY Fillmore, NY CANCELLED 8/28- 6-8pm- David Howe Public Library, 155 N. Main Online Applications, PDF's and Computer Assistance St, Wellsville NY Only: Worried about applying online? We can help. 9/4- 12-2pm- Jamestown Audubon Society 8/31- 12-2pm- Reg Studio Theater, 108 East Third Street, Jamestown, NY 9/4- 5-7pm- Dunkirk Free Library, 536 Central Ave, 9/7- 6-8pm CCAC, 100 West Main Street, Allegany, NY Eligibility Applicants must be an established nonprofit organization, a local government municipality, or sponsored artist legally located in Allegany, Cattaraugus or Chautauqua County. Applicants must have an active Board of Directors/ Trustees or volunteer group that meets on a regular basis. Applicants must demonstrate a need for funding through updated financial data. Applicants must not exclude persons with disabilities, according to the 1991 Americans with Disabilities Act Chapters of national organizations must have their own non-profit status in the tri- county service area and may not use the non-profit status of group-ruling parent organizations Individual artists and non-incorporated arts organizations residing or legally located in the tri-county service area may apply for CAG funding through the fiscal sponsorship of a qualified non-profit that meets the above criteria Artists must be over the age of 21 Students enrolled in a degree program are not eligible for funding NOTE: Organizations that apply directly to NYSCA for 2013 funding may NOT apply for funding from CCAC, regardless of the status of the NYSCA application An organization can apply for CAG and AEG within the same year. The total number of projects can be three and the funding request can not exceed $5,000. Funding Policies Grants are awarded from $300-$5,000 Organizations may submit up to three (3) separate grant applications for three separate and distinctly different programs but funds may not exceed a total of $5,000. Community Arts Grants is not intended to fund the total expense of any project. Applicants must seek and commit other sources of revenue and support in addition to the requested funds. Creative collaborations and support from community organizations and businesses are strongly encouraged. All proposals must show income that is equal to or greater than 20% of the total project request. The priority of CAG is to fund the arts related aspects for the proposed project: -artist fees, supplies and materials needed for the execution of the program, production costs. Funding may also be requested for marketing/publicity and other outreach costs and administrative expenses. Projects must be open to the general public in a fully handicap accessible location and take place between January 1, 2013- December 31, 2013. Funding Restrictions Funding can NOT be provided for: Any applicant that does not demonstrate 20% or more income towards project expenses Requests that are greater than an organizations total operating expenses minus total operating income. Capital expenditures Equipment purchases Expenditures for the establishment of a new organization Cultural activities restricted to an organization’s membership. Funded activities must be open to the general public and advertised as such. Programs targeted primarily for home-schooled populations. Commission or installations of art. Operational expenses of privately-owned facilities (home and studios) Entertainment costs (theatre parties, openings, receptions and fundraising) Accumulated operating deficits or debt reductions Awards or prizes for contests or competitions. Programs or projects outside the county of the legal address of the applicant Programs that are essentially recreational, therapeutic, rehabilitative or social. Decentralization funds are not appropriate for magic shows, clowns, balloons, bubble demonstrations, nature or animal presentation, refreshments or portable restroom rentals. Application Evaluation A diverse panel of artists, art professional, educators and local civic, business, and community leaders will review all applications. The panel recommends a level of funding based on the degree to which the applicant meets or exceeds the evaluative criteria. The applications that will remain competitive through the grant process will be those that provide clean and succinct answers to the points listed below. CCAC’s Programs & Grants Manager will gladly review and critique a draft of your narrative up to two weeks prior to the deadline date. All drafts have to be submitted by email to Courtney Blackmon at Courtney@myartscouncil.net Review Criteria Narrative: Your proposal will be evaluated primarily on the basis of your project narrative. Using up to two 8 ½” x 11” single-sided sheets of paper, give a complete description of your project for which you are seeking grant funding. Please do not use a font smaller than 10 pt or margins less than ½”. Attach the narrative to the application in PDF format. If you need help creating a PDF please visit myartscouncil.net. When you are composing your narrative please be sure that the evaluative criteria that are outlined above have been incorporated into your project’s description. You may arrange your narrative in any format that you choose, but please address the following points: Artistic merit o Describe the artistic merit represented with this project. o Describe the artistic component of the project including ways in which the program contains artistic, innovative, creative, original, and/or diverse programming. o Describe the artistic personnel associated with this project including their qualifications, role, and degree to which they were involved in planning this project. Community need and/or community benefit o Describe the current community need and/or community benefit that this project will meet. o Describe how the project offers artistic or creative opportunities and experiences to communities and people in areas that are underserved by the arts. o Describe how your project demonstrates or encourages collaborations among other organizations or businesses o Describe demonstrated or anticipated support within the community for this project. Project management and implementation o Describe who will be responsible for the development, programmatic and financial management, and implementation of this project. o Describe the logistics of this project such as the venue(s), site capacity, and accessibility. o Describe the marketing and publicity plan that will be designed for this project. o Provide a complete and reasonable project budget that demonstrates a valid need for this grant request. All proposals must show income that is equal to or greater than 20% of the total project expenses. Goals and objectives o Describe the goals and objectives established for this project and the anticipated actions to achieve them. o Describe how you will evaluate and assess this project to determine the degree to which the goals and objectives are achieved. o Describe what adjustments you will have to make to this project if partial funding is awarded and whether the adjustments will have an impact on the overall project. Organizational responsibility o Provide a brief background on your organization/artistic resume describing its history, mission, purpose, administrative/management structure and financial standing. Grantee Responsibilities Successful applicants are responsible The contact people listed on the for administering and executing funded application should be the people most projects in a professional, accountable knowledgeable about the project. and business-like manner. Failure to complete this part of the Grantee’s must sign a Cultural Service process will result in no funding. Agreement outlining expectation. Following a thorough collective review All unspent funds must be returned to and discussion, the panel will make CCAC for redistribution. recommendations to fund a proposed project at a certain level of funding or Final reports must be completed 30 to deny funding. days after completion of project or event. Application Notify CCAC of events All applications will now be online. Please visit myartscouncil.net under Publication and promo material MUST grants to find the application link. give proper credit to NYSCA and CCAC. Below you find required application information. A version of the online Provide CCAC 2 tickets to every event application for print (not to be turned where admission is charged. in) is available on myartscouncil.net. Send acknowledgement of Community Arts Grant to all state elected officials. Please have this information ready when completing your online A representative must attend the application annual grants award reception in early - Organizational Information (address, 2012. website, nonprofit status, fiscal year - One sentence explanation of your request (in this form) Who your Appeals organization is, how much you are Appeal of a decision may be made to an applying for and what is your project. independent three-person appeals panel. Appeals are heard only on the - List of your board of directors (names following grounds: and titles only) o Non-presentation of information - Please explain the contact your by Council staff or panelist. organization has had with any performers, artists or hired personnel o Misrepresentation of information specifically for this project. by Council staff or panelist. -If you are a sponsored artist, what is o Improper procedure. the agreement you have with the sponsoring organization. Application Review -If you have applied for this grant in All applications will be checked for the past, please explain how your eligibility, completeness, and accuracy. organization or programs have changed The applicant’s contact person may be for the better. What did you learn from asked to meet with the Community Arts your past programs? Grants Coordinator to review the application and to answer questions proposed by the panel members. Separate Attachments/Uploads Major Artist/ Performers-Please list artistic personnel involved with project including artists, instructors etc. Include their name, short bio and/or websites. This is now limited to 1 page. Budget Sheet- Please use provided budget sheet, save as a pdf and upload as an attachment. ( I have provided steps on myartscouncil.net on how to create PDF documents) Support Material– Panelist also like to All grant applications must, see photographs, video, and promotion without exception, be received material that will (or has been used) by 5pm on Friday October 12th, for your events. Please only submit 2-3 2012. This is not a postmark of the best representation of your organization. deadline! NonProfit Status Paperwork -IRS Section 501(c)(3) Letter -NYS Not-for-Profit Charter from Board of Regents under Section 216 of Education Law -NYS Charities Registration (Article 7A), with the organizations registration number Courtney Blackmon -Certificate of Incorporation under Section Programs & Grants Manager 402 of the NYS Not-For-Profit Law, Courtney@myartscouncill.net | 716-372-7455 100 West Main Street | Allegany NY 14706 Financial Statement From applicants more recent completed fiscal year. Can be audited financial statement, treasures report, or applicants most recent IRS Form 990 (NO BANK STATEMENTS) Application Instructions: No paper or email applications will be accepted. All applications must be completed online Must be E-Signed by appropriate officers from the organization. Received by October 12th, 2012 at 5pm. CCAC will NOT accept any late applications.
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