common guidelines and policies by lindash


									Grants to Organizations
FY 2010-2011 Two-Year Grant Cycle
             (covering July 1, 2009 to June 30, 2011)

Washington Arts Grants
For Large Arts Institutions
(over $1 million annual budget)

Formerly called WSAC Institutional Support Program

Biennial Deadline: May 4, 2009

Grants to Organizations Program
711 Capitol Way S. #600
P.O. BOX 42675
Olympia, WA 98504-2675
Program phone 360-586-0026
Commissioners                               WSAC Staff
Leann Johnson, Chair, Vancouver             Kris Tucker, Executive Director
Cindy Hill Finnie, First Vice-Chair, Port
Townsend                                    Grants to Organizations Staff
Steve Sneed, Second Vice-Chair, Seattle
                                            Mayumi Tsutakawa, Program Manager
Monte Bridges, Seattle                      Email:
D. David Brown, Seattle                     Phone: 360.586.0424
Kent Carlson, Seattle                       Christel Ratliff, Administrative Assistant
Elizabeth Conner, Vashon                    Email:
John Fraire, Pullman                        Phone: 360-586-0026
Robert Glatzer, Spokane
Maureen Greeley, Olympia                    Washington State Arts Commission
Sen. Jim Honeyford, Sunnyside               P.O. Box 42675
Kate Jones, Winthrop                        Olympia, WA, 98504-2675
Rep. Lynn Kessler, Hoquiam                  Phone: 360.753.3860
Sen. Jeanne Kohl-Welles, Seattle            FAX: 360.586.5351
Jean Mandeberg, Olympia                     Web site:
Bill McKay, Richland
Lanie McMullin, Everett
Noel Moxley, Yakima
Rosita Romero, Seattle                      Guidelines dated February 3, 2009
Brom Wickstrom, Seattle
Shauna Woods, Seattle
General Information                            concerning policy, grant funding, and
                                               selection of artwork.
The Washington State Arts Commission
(WSAC) was established in 1961 as an           Washington State Arts Commission funds
agency under state law, in the Revised         are allocated from state appropriations and
Code of Washington, Chapter 43.46 RCW.         the National Endowment for the Arts, a
The Commission is mandated to promote          federal agency and private sources.
the state’s artists and arts organizations,    Recipients must publicly acknowledge the
and to make the arts available to all          Washington State Arts Commission and
citizens. It accomplishes this directive       the NEA, and otherwise publicly
through programs and services, including:      recognize this funding in all print and
                                               media communications.
  Grants to nonprofit arts
     organizations;                            Commission programs, grants, and services
    Arts activities in schools;               are available to citizens and organizations
    Purchase of art for state offices,        without regard to “ace, creed, color,
     public schools, state colleges and        national origin, sex, honorable discharged
     universities;                             veteran or military status, sexual
                                               orientation, or the presence of any sensory,
    Folk art fellowships and
                                               mental, or physical disability or the use of a
     apprenticeships; and
                                               trained dog guide or service animal by a
    Professional assistance to arts
                                               person with a disability” (RCW 49.60.030”
     organizations, local governments
     and artists.
                                               For public information, write to the
                                               agency’s office at, Washington State Arts
Members of the Washington State Arts
                                               Commission, PO Box 42675, Olympia, WA,
Commission are volunteers serving three-
                                               98504-2675, or call 360.753.3860 or FAX
year terms and represent the state citizenry
                                               360.586.5351. Visit the web site:
at large. The board is composed of citizens
appointed by the Governor and four
legislators appointed by the Washington
                                               To obtain this publication in alternative
State Senate and House of Representatives.
                                               format, please contact the Arts
The Executive Director is appointed by and
                                               Commission’s Accessibility Coordinator at
reports to the Governor. The Director
                                               the office address, phone or fax. For
administers the programs and policies of
                                               persons using TTY, please call the State
the Commission, which are fulfilled by a
                                               TTY/TDD Relay at 1.800.833.6388, or the
professional staff.
                                               Telebraille at 1.800.833.6385. The Voice
                                               number is 1.800.833.6384.
The Commission seeks additional
community input from advisory panels
comprised of citizens experienced in the
arts and related fields. These panels make
recommendations to the Commission
Washington Arts Grants                           statewide impact, boosting arts services in
                                                 rural areas and smaller cities and serving
for Large Arts Institutions                      expanded diverse populations. At the same
                                                 time, the grants program must offer fair and
FY 2010 - 2011                                   efficient processes and be accountable for the
Guidelines                                       services purchased.

(Accompanies Grants to Organizations             This revised grants program will focus on the
General Guidelines and                           following priority areas identified in the
Application Form, available on                   Strategic Plan. Applicants will identify the                                 areas they will address if they receive a
                                                 contract from WSAC and then report on the
 Contents                        Page           results in their final reports.
                                                  Community and Cultural Vitality:
Program Purpose                     1                examples include outreach to people who
Funding Cycle                       2                are not attending arts events, expanding
Applicant Eligibility― Organization                  the diversity of participants, expanding
  Requirements                      2                the geographic reach of services, relating
Funding Criteria                    3                the arts to other community priorities, or
Funding Limitations                 4                developing new artistic works.
Suspension of Funding               4             Stewardship: examples include
                                                     preserving and caring for publicly held
Application Review Process            4              arts resources such as artworks or cultural
                                                     heritage, or building public awareness
How to Complete the Application                      through effective promotions and
  Forms and Attachments         6-9                  publications.
Technical Assistance &
                                                    Lifelong Learning and Education:
  Mailing Address                 9
                                                     examples include audience enrichment
                                                     activities or learning projects for out-of-
                                                     school youth.
 NEW Washington Arts Grants
                                                 Beginning in FY 2010 (fiscal year runs July 1,
Program Purpose                                     2009, to June 30, 2010), criteria for
                                                    awarding Washington Arts Grants will
The new WSAC Strategic Plan documents a             be based on:
rising number of residents in our state and an    Artistic merit
increase in the number of arts organizations,     Public benefit
along with a rising cost of business and the      Management capability
need for arts support in underserved areas        Statewide geographic representation
and populations in the state. Outside of a few
major cities and counties, there is little
government or private support for arts
activities. Clearly, WSAC must improve its

                                                  The street delivery address is:
                                                  711 Capitol Way S. Suite #600
 Definitions: Washington Arts Grants             Olympia, WA 98501
for Large Arts Institutions
                                                  Application packets, materials and any
This revised funding program recognizes           corrections of factual information must be
the high value and quality of services            mailed or delivered to the Grants to
contributed to the state’s cultural life by its   Organizations Program at the Commission
large professional arts institutions. These       office. Applicants should not send
organizations have an annual operating            information to other associated persons,
budget of $1 million or above.                    other Commission programs, or to
                                                  members of the review panel.
The commission’s intent is to offer two-year
operating support for portion of the total         Funding Cycle
operating costs, including program and
administrative, of each participating             The two-year funding cycle is based on the
organization. Administrative costs, such as       State of Washington fiscal year. Applicants
salaries and office overhead are eligible for     will receive grant contracts on an annual
support. Funds from the commission may            basis for each fiscal year. Funds will
not be used for: private or non-arts related      generally be awarded for activities taking
activities; capital expenditures,                 place from July 1 to June 30, of any given
endowments; hospitality expenses; existing        year. Funding is contingent on the level of
deficits; amateurs not under the direction or     state appropriations and federal funds from
guidance of recognized professionals;             the National Endowment for the Arts
touring of nonprofessional arts programs;         (NEA).
payments to board members of the
applicants, unless made in compliance with        Participating organizations must provide a
IRS 501(c)(3) regulations that limit such         final report for each fiscal year of support.
payments to professional services; or out-
of-state programming.                              Applicant‖Eligibility‖―
                                                  Organization Requirements
 Deadline: May 4, 2009
                                                  The Commission requires the following
Applications must be United States Postal         legal status and organization history for
Service (USPS) postmarked or private              organizations under the Washington Arts
delivery service dated or received by 5 p.m.      Grants Large Arts Institutions Program. At
on the deadline date. Use two-sided copies.       the time of application to the Commission,
The mailing address is:                           applicants must have and be able to
Grants to Organizations                           document the following:
P.O. Box 42675                                    1. Eligibility:
Olympia, WA 98504-2675                               Nonprofit organization: an

   incorporation for a minimum of seven          combination of these.
   years, with a current state Nonprofit
   Annual Report filing;                         Excluded are organizations engaged
                                                 primarily in:
2. Nonprofit organization: a nonprofit,               academic education, granting
   tax-exempt determination under Section               course credits towards an
   501(c)(3) of the Internal Revenue Code               academic degree;
   of 1954 (as amended);                              the humanities, recreation, or
                                                        research; and
3. Minimum seven-year history, in                     arts service organizations.
   Washington State;
   a. as the principal place of business         Funding Criteria -- Public Benefit: A
   b. of on-going professional arts              thoughtful and consistent effort to
      programming and the performance            extend programs and services to new
      of services;                               audiences and communities in the
   c. an annual operating income                 population that are traditionally
      committed to arts activities, of not       underserved by mainstream arts
      less than one million dollars              programming.
      ($1,000.000)                               Outreach efforts can be defined by:
      The annual operating income must                the level of the organization’s
      be in cash, earned or contributed;                resources committed to the
      not included in the commission’s                  programs,
      assessment of annual income are in-             attendance and number of
      kind contributions, volunteered                   public presentations,
      services, transfers of capital, gifts of        the level of inclusion by the
      capital funds, funds derived from                 targeted audiences in planning,
      educational programs that are part                producing, and evaluating the
      of a regular school program that                  activities, and
      generates course credit, and non-               the effectiveness of the
      arts related activities;                          promotional plan in reaching
                                                        the targeted audience.
    Funding Criteria
   Artistic Merit: the current regular           Funding Criteria -- Management
   performance, production, exhibition           Capability: The organization has:
   and provision of arts activities in               full-time paid professional and
   Washington State;                                    administration staff;
                                                     offers professional
   The organization primarily creates,                  performances, productions,
   produces or presents artistic events, or             exhibitions or other arts
   provides professional arts training in               activities;
   one or more of the following art forms:           a history of sound management
   dance, music, opera, theater, visual arts,           [Organizations are not required
   media arts and literature (or a                      by WSAC to be union

           signatories, but must pay all        receive Arts in Education, Arts Participation
           artists minimum scale using a        Initiative grants, or Professional
           nationally recognized artists’       Development Assistance Program grants.
           labor organization as a
           guide]An annual, independent         Matching Requirements
           audited financial statement that     Organizations must demonstrate a
           includes the auditor’s               reasonable effort to secure local funds and
           breakdown for operating              generate earned income to match the award
           income and capital funds, and a      from the commission at 1:1.
           breakdown of the types of
           operating income and expenses;       No Guaranteed Funding
                                                There is no guarantee of grant support from
   Funding Criteria -- Geographic               the Commission from one biennium to the
   Representation: Demonstrated                 next. The Commission has adopted as a
   substantial programming in                   General Rule, WAC 30-12-130:
   communities not served by local
   government or private arts funding (for       Financial support from the commission
   example, outside King and Pierce              must be considered by all recipients as
   Counties). Significant impact on, and         supplementary to their normal sources of
   service to, statewide audiences or            revenue and should not be expected to
   artists. Geographic representation is         continue beyond the period of time as
   indicated by residency of audiences           defined in any current contractual
   and/or artists, and number of public          relationship with the commission.
   presentations in underserved areas of
   the state, including rural or low income      Suspension of Funding
   areas and small cities and towns.
                                                Should an organization funded under the
 Grant Amounts and Allocations                 program the previous fiscal year
Funding decisions will cover two fiscal         subsequently fail to meet any of the
years, with allocations distributed annually.   eligibility criteria in the second year, the
Awards will range from $10,000 to $30,000       commission may suspend further funding
in any year, depending on available state       to the organization under this program.
and federal funds.
                                                Recipients of two-year funding will be
 Funding Limitations                           required to submit a Final Report for the
                                                first year of funding. If the report is not
One Grant Per Fiscal Year                       received by the deadline date, 10% may be
Organizations can receive only one Grants       reduced from the second-year WSAC grant.
to Organizations Program grant in a fiscal
year. WAG Large Institution grant                Public Information
recipients cannot be funded in any other        The information in applications to the
Grants to Organizations Program category        Commission, including the narrative
in the same fiscal year although they may       portion, is eligible for review and comment

by the Commission, and open to public               While applicants do not participate in the
inspection under state law. Public requests        panel discussions, these meetings are open
for copies of applications will be honored in      to the public for observation. The panel
accordance with the Commission’s rules on          meetings are usually held in the
public records requests, Chapter 30-04             Commission’s office in Olympia. Contact
Washington Administrative Code.                    Grants to Organizations staff for panel
                                                   dates and times.
 Review Process                                    During the official period of review
                                                   (April through August), panelists may not
The evaluation and review of applications          be lobbied by, or have contact with,
is based solely on the application form,           applicants regarding their applications
artistic sample and support materials              under consideration; may not accept
provided at the time of the application. No        complimentary tickets or passes from
other materials or referrals to websites will      applicant organizations; and may not
be considered. Applications are reviewed           receive additional information from
initially by staff for eligibility. Applications   applicants concerning their applications.
are then reviewed by a professional peer
panel that makes grant recommendations.            Staff Recommendations
The panel recommendations are presented            Staff will review the recommendations of
to the full Commission for review and              the panel. Under certain circumstances (for
approval.                                          example, those involving conflict of interest
                                                   or policy matters), staff will give input to
Panel Review                                       the Commission for final grant
Eligible applications are reviewed by a            considerations.
panel selected for its knowledge and
diverse expertise in the arts, ability to          Final Commission Approval
interpret policies and review criteria and         The staff will present the panel
also diverse geographic representation of          recommendations to the full Commission at
the state. Each panel includes one member          a regular business meeting. The
of the Commission.                                 Commission may vote to approve or
                                                   modify the recommendations. It then
Prior to the review meeting, panelists             makes a final allocation of funds. Grants to
receive the applications, program                  Organizations provides each applicant with
guidelines, panel responsibilities, and grant      a written notification of the Commission
review procedures. Panelists are                   action, whether funded or not funded. The
responsible for reading and rating                 panels’ review comments are available to
applications prior to the panel meeting.           applicants after the final review upon
 The panelists then meet to determine             request.
their collective recommendations of grant
awards. At this time, panelists will state any     Appeals Procedure
conflicts of interest they may have with an        Refer to General Guidelines, Policies and
applicant and will not rate and take part in       Procedures section for the procedure as
the review of such application.                    provided in WAC 30-08-070.

Washington Arts Grants                             Corporations Division, of the Secretary
                                                   of State’s Office. This is the exact title of
for Large Arts Institutions                        the document. A current report will be
                                                   no older than April 2008.
FY 2010 - 2011
                                                   Need additional assistance? For more
Completion of the Application                      information you can call the
Forms and Attachments. Please                      Corporations Division at 360/753-7115
note the application form is an                    (Select option #5) TDD: 360/753-1485, or
Excel Workbook.                                    check the Corporations Division
                                                   website at
 Checklist and Attachments                        To see the current filing status for your
                                                   organization you can search the public
The Checklist of items must be included for        records by using your state UBI# at the
your application to be eligible for review.        website
The checklist is used to verify all that is
received with the application. The
following documents must be attached to         2. New applicants only (not funded
the Checklist to verify the applicant’s            previously by WSAC): One copy of the
nonprofit legal status and budget:                 applicant organization’s Internal
                                                   Revenue Service 501(c)(3) tax exempt
A. Audited Financial Statement                     determination letter, displaying the
Attach one copy of the organization’s              legal name of the applicant organization
certified, independently audited financial         as it appears on the applicant’s State of
statement for the most recently completed          Washington articles of incorporation.
budget year. (Compilations and reviews
do not qualify as an audit.)                       Need additional assistance? For more
                                                   information you can check the IRS
If the audit does not include a breakdown          website for Charities at
of‖the‖organization’s‖operating‖income‖and‖ .
expenses separate from capital and
endowment funds, attach a copy of the            Application Form
organization’s Income and Expense
Statement for the audited budget year. The      Page 1: Provide the contact information for
statement should depict the closing of all      the applicant organization, and federal and
accounts for the full year of operations most   state numbers.
recently ended as included in the audit.
                                                PLEASE NOTE: All written
B. Nonprofit organization documents:            correspondence, contracts and
                                                communications from the Grants to
1. One copy — State of Washington               Organizations Program will be directed to
   Nonprofit Corporation Annual Report          the Grant Contact at the Organization
   current annual filing to the state           MAILING Address. The Grant Contact

will be identified in the contract as the
‘legal‖contact’‖for‖the‖organization.‖          A Asian individuals
                                                B Black/African American individuals
During the review process, questions            H Hispanic/Latino individuals
about the application will be directed to       N American Indian/Alaska Native
the Grant Contact, with the assumption          individuals
that‖this‖person‖is‖the‖‘contract‖manager’‖     P Native Hawaiian/Pacific Islander
and has the authority to act in matters         individuals
concerning the contract and the grant.          W White individuals
                                                99 No single group
The following is required by the federal
National Endowment for the Arts:                Work Sample and Publication. List one
                                                artistic sample and one publication as your
Grantee Race -- Organizations should code       work samples, then briefly describe how
themselves based on the predominant             they demonstrate the merit of the
group of which their staff or board or          organization’s programs or services. These
membership (not audience) is composed.          should reference the programs and/or
Use the list below. Organizations should        services provided through WSAC support.
choose the one code that best represents        Samples should not be more than two years
50% or more of their staff or board or          old. Provide TWO copies of the publication
membership:                                     listed. Indicate DVD track for review. Slides
                                                and videotapes are no longer accepted. For
A 50% or more Asian                             more information on artistic sample format,
B 50% or more Black/African American            see WSAC General Guidelines.
H 50% or more Hispanic/Latino
N 50% or more American Indian/Alaska            Page 2:
Native                                          Provide the organization’s mission
P 50% or more Native Hawaiian/Pacific           statement.
W 50% or more White                             Narrative One--Programs and Services:
99 No single group listed represents 50% or     Using a bulleted list format, provide brief
more of staff or board or membership.           descriptions of each program or service you
                                                plan to deliver over the next two years,
Required: Project Race If the majority of       emphasizing your contribution to arts
the grant activities are intended to involve    statewide or outside your immediate
or act as a clear expression or                 locale.
representation of the cultural traditions of    The bullets are provided to establish
one particular group, or deliver services to    format; delete any that are not needed. Do
a designated population listed below,           not write beyond this space or add
choose the group’s code from the list. If the   attachments.
grant or activity is not designated to
represent or reach any one particular           Page 3:
group, choose the code “99”:                    Narrative Two –

   a. Participants: describe your audience    programs and services listed on Page 2 to
      and participant base and how this       the lists you provided on Page 5 and 6. Use
      reflects the demographics of your       these pages to document your service,
      community. In describing services       particularly to the communities served
      targeted to underserved, culturally     outside your home city.
      diverse or disabled persons, refer to
      actual detailed examples, not just      Group repeated events with first through
      projected plans or idealistic           last dates using a brief title that conveys the
      statements.                             artistic theme or content. Estimate
   b. Public Benefit: What specific public    attendance for future events based on like
      benefit will be recorded and            events in the past.
      reported at the end of this WSAC
      grant contract for FY 2010-2011? Per    List private events, newsletter or
      the WSAC Strategic Plan, activities     publication distribution and
      should be indicated as:                 radio/television/internet audiences
          o Community and Cultural            separately at the end of the pages. All
              Vitality, or                    information must fit on these pages.
          o Stewardship, or
          o Lifelong Learning and             Page 7: Financial Information. Provide
              Education.                      budget figures for three full years based on
   c. Evaluation: In general, how do you      the organization’s budget cycle. In the
      measure, document and publicize         Current Year column, provide projected
      this public benefit?                    figures for a full year. Show only operating
                                              budget for arts services, programs and
Page 4:                                       related administrative costs.
Narrative Three --
     a. Artistic Achievements. Point out      Do not include capital or endowment
         your achievements and                funds.
         disappointments last year.
    b. Management Challenges. This            Use Additional Descriptor blanks to
        information brings out issues of      provide a short title or note to add clarity to
        concern for the arts as a whole and   a given budget line.
        keeps the Commission aware of the
        current challenges in the industry.   Pages 8 and 9: Staff and Board Lists.
     c. Program Changes: Provide an
        overview of programmatic changes      List key management and artistic staff by
        taking place and why. In other        title of position, brief credentials and
        words, what was the impetus for the   percentage of time employed (40 hours per
        change?                               week is 100%). Do not list entire staff. Do
                                              not attach additional materials.

Pages 5 and 6: Completed Current Year         The Board list should include name, titles
and Projected Year Events Lists. Tie the      for officers and community or professional

affiliation. Do not include address, phone    OLYMPIA WA 98501
number or email address for individuals.
                                              Phone 360-586-0026
You may submit pre-printed lists that
contain the required information instead      Mayumi Tsutakawa,
of pages 8 and 9. Any information             Grants to Organizations Manager
submitted with the application becomes     
part of public record, available for
inspection by the general public. Delete      Christel Ratliff
any‖individual’s‖private‖information,‖        Administrative Assistant
address, phone number or email address.    

 No Additional Attachments

Do not add pages, cover letters, or
attachments to the application; they will
not be reviewed. If you have questions
about attachments, contact the Grants to
Organizations staff before sending items
that are not described in these guidelines.

 Technical Assistance & Mailing

Until 5 p.m. on the deadline date, you may
call the Grants to Organizations staff for
assistance in completing your application.
Staff can answer questions about the forms,
narrative, or any topic from the grant
guidelines. Use two-sided copies.

Mailing Address:
Grants to Organizations Program
WAG Large Institution APPLICATION
PO BOX 42675
OLYMPIA WA 98504-2675

Street Address:
Grants to Organizations Program
WAG Large Institution APPLICATION
711 Capitol Way S. Suite 600


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