PRE-INCUBATOR APPLICATION GUIDELINES

Transcription

1 PRE-INCUBATOR APPLICATION GUIDELINES CLASS OF 2017 Houston Arts Alliance 3201 Allen Parkway, Suite 250 Houston, TX Phone Fax Website:

2 Table of Contents ABOUT HOUSTON ARTS ALLIANCE... 4 PROGRAMS + SERVICES... 4 GRANTS... 4 CIVIC ART + DESIGN... 4 FOLKLIFE + TRADITIONAL ARTS... 4 CAPACITY BUILDING INITIATIVES OVERVIEW... 5 Capacity Building Initiative (CBI) Goals... 6 PRE-INCUBATOR PROGRAM... 7 Program Purpose and Structure... 7 Program Benefits... 7 Program Expectations and Requirements... 8 Mid-Year Performance Review... 8 ELIGIBILITY HOW TO APPLY Letter of Interest Full Application IMPORTANT DATES ADDITIONAL INFORMATION Helpful Hints Application Assistance Page 2 of 13

3 HOUSTON ARTS ALLIANCE BOARD OF DIRECTORS Marc Melcher, Chairman of the Board Diedra Fontaine Sharon Murphey* Philamena Baird, Vice Chair Regina Garcia Gigi Myung* Suresh Raghavan, Treasurer Roland Garcia* Judy Nyquist Leigh Smith, Secretary John Guess, Jr. Randhir Sahni Lauren Anderson* Karen Hartnett Richard Schechter Nancy Allen Scott Hill Lynda Transier Laura Bellows David LaDuca* J. Michael Trevino Brad Bucher* Craig Massey Louise Upshaw-McClenny Michael Cordua Fatima Mawji Mike Waterman Jon Deal Debbie McNulty Fabene J. Welch, Emeritus M. Kaye DeWalt Adan Medrano David Wuthrich Partner Liaisons Julie Farr, Houston Museum District Dawn Ullrich, Houston First Corporation Cissy Segal Davis, Miller Outdoor Theatre Kathryn McNeil, Houston Theater District * denotes mayoral appointees Jonathon Glus, President + CEO Dean McGee, Chief Operating Officer June O Neill, Special Projects Manager Kate Ostrow-Yadan, Director of Development Marie Jacinto, Director of Communications Sara Kellner, Director of Civic Art + Design Alex Irrera, Civic Art + Design Assistant Pat Jasper, Director of Folklife + Traditional Arts Richard Graber, Director of Grants, Programs + Service Dominique Estevez, Grants, Programs + Service Coordinator Richard Graber, Director of Grants, Programs + Service HOUSTON ARTS ALLIANCE STAFF Administration Kathryn Lanning Herman, Executive Assistant to Jonathon Glus, President + CEO Jenna Whyte, Administrative Coordinator Mary Shropshire, Staff Accountant Advancement Karen Ross, Communications Manager Kenneth Franco, Advancement + Digital Marking Manager Civic Art + Design Jimmy Castillo, Civic Art + Design Collection/Project Manager Folklife + Traditional Arts Angel Quesada, Folklife + Traditional Arts Manager Grants Deidre Thomas, Grants Coordinator Programs + Services Amy Gibbs, Capacity Building Initiatives Manager Vicki Rosborough, Finance Manager Catherine Gonzalez, Communications + Outreach Coordinator Mat Kubo, Civic Art + Design Project Manager Gulara Alakbarova, Grants Coordinator Dominique Estevez, Grants, Programs + Service Coordinator Page 3 of 13

4 ABOUT HOUSTON ARTS ALLIANCE Houston Arts Alliance (HAA) is a 501(c)(3) nonprofit arts organization that exists to enhance the quality of life and tourism in the Houston region by supporting and promoting the arts through programs, initiatives and alliances. HAA distributes over $3 million in grants to approximately 220 nonprofit arts organizations and individual artists. In addition, HAA manages the city's civic art collection of 450 artworks, as well as new acquisitions. PROGRAMS + SERVICES The Houston Arts Alliance (HAA) provides voice and leadership through its support of arts organizations and individual artists with programs and services that help build and foster a vibrant and creative community - these programs and services help to sustain and ensure that the creative contribution by arts professionals remains a vital part of community life across Houston and the region. The Program & Services (P&S) department of HAA provides relevant programming that help arts organizations and individual artists be effective stewards of their resources. GRANTS Houston Arts Alliance provides grants annually to over 220 arts and cultural organizations and artists through a competitive grant allocation process. As most of our funding comes from the City of Houston Hotel Occupancy Tax, grants are awarded for the encouragement, promotion, improvement and application of the arts to promote tourism and the convention and hotel industry. The majority of our grants are specific to 501(c)(3) nonprofit arts and cultural organizations, although small grants are available to other nonprofits that present or produce arts programs or events in our service area consistent with the promotion and enhancement of Houston and Harris County as a cultural destination. CIVIC ART + DESIGN Civic Art and design are two concepts employed in the inception, development and transformation of public space. In the 21st century, facilitating platforms for cultural engagement is more important than commissioning static works. Building public spaces for civic and cultural use requires a collaboration of designers, artists, architects, and community. Through these partnerships, both public and private, the Civic Art Team initiates, manages and maintains civic artworks throughout Houston. HAA is contracted to provide professional services by the City of Houston s General Services Department, Houston Airport System and Convention & Entertainment Facilities Department through the city s percent-for-art ordinance. This municipal policy identifies 1.75 percent of eligible city capital improvement project funds to be set aside for the aesthetic enhancement of public facilities and civic space, and conservation and maintenance of existing works in the City of Houston Art Collection. FOLKLIFE + TRADITIONAL ARTS The Folklife & Traditional Arts Program is focused on promoting and presenting the lively cultural traditions of the nation s fourth largest metropolitan area. The program works in the city s diverse neighborhoods and communities to explore and highlight the contemporary traditions that make Houston one of the most vibrant urban landscapes in the United States. Page 4 of 13

5 CAPACITY BUILDING INITIATIVES OVERVIEW Our mission is to impact, inform, and invest in the administrative capacity of arts organization towards artistic excellence. PROGRAM COMPARISON Program Pre-Incubator Incubator Accelerator Sustainability Goal Develop orgs. from idea to start-up Incubate orgs. from start-up to growth Accelerate orgs. from growth to maturity Sustain mature orgs. through decline & turnaround Partnership Term 6 12 months 3 years 1 year 1 year Investment Up to $7,500 $15,000/year Up to $20,000 Up to $20,000 Services Client residency, Technical funding Technical funding Management management for multiyear for multiyear services & capacity services, & capacity strategic planning or strategic planning or funding funding implementation implementation Org. Budget Size $10K - $75K $75K - $250K $100K - $750K $750K + Org. Staff Size FTE FTE 2 5 FTE Staff > 5 FTE Class of 2016 Class of 2016 Class of 2016 Class of 2016 Current Participants ECHOrchestra Horse Head Theatre Co. Houston Blues Museum PrintMatters WriteSpace Houston Boychoir Karen Stokes Dance Mildred s Umbrella Theatre Company NobleMotion Dance Stark Naked Theatre Company Ars Lyrica Houston ArtBridge Houston Chamber Choir Voices Breaking Boundaries Art League Houston River Oaks Chamber Orchestra (ROCO) Page 5 of 13

6 Capacity Building Initiative (CBI) Goals To facilitate delivery of effective assistance through coordination, collaboration and networking. To create a culture of learning by demystifying management tools, techniques and approaches so that they are understood, accepted, and appropriately and effectively integrated into operations of service recipients. To ensure long-term viability of arts organizations as channels for diverse cultural expression. Since 1993, HAA s Capacity Building Initiative (formerly the Management Assistance & Development Enterprise Program) has received local and national acclaim for its documented ability to increase the organizational capacity of arts organizations. The Initiative was cited as one of eight capacity building programs across the country in the discussion draft, Rethinking Sustainability: Strengthening Arts Organizations during Times of Change, prepared by Strategic Grantsmaker Services for The Ford Foundation. 1 Through the CBI, HAA provides investments in organizational infrastructure through five (5) service areas: General Services: The Initiative collaborates with other area service providers to leverage community resources. The Initiative also develops its own projects to meet the needs of arts organizations and artists. General services include: capacity building workshops, networking meetings, onsite Resource Library, and online organizational learning database. Pre-Incubator Program develops start-up and emerging organizations by establishing critical infrastructure (i.e. management, governance, financial resources, and administrative systems). Residency Incubator Program strengthens the capacity of start-up organizations towards growth (total revenues of $50,000 to $200,000) through management services, co-workspace, and capacity funding (up to $15,000 per year). For thirty six (36) months, participating organizations will receive in depth training, diagnostics, and resources to address critical competencies. Accelerator Program strategically advances organizations from growth to maturity by investing in critical infrastructure. Specifically, the Initiative invests between $10,000 - $20,000 in growth organizations (total revenues of $100,000 to $750,000) through the creation of board adopted strategic plans and funding for strategic plan implementation. Sustainability Program strategically reinforces mature organizations through decline and turnaround by investing in critical infrastructure. Specifically, the Initiative invests up to $20,000 in mature organizations (total revenues over $750,000) through the creation of board adopted strategic plans and funding for strategic plan implementation. 1 Thomas Wolf, ed., Rethinking Sustainability Strengthening Arts Organizations during Times of Change, Strategic Grantmaker Services, May, Page 6 of 13

7 PRE-INCUBATOR PROGRAM Program Purpose and Structure A healthy, vibrant nonprofit arts sector is vital to positioning Houston as a cultural tourism destination. Towards that end, the Houston Arts Alliance, through its Capacity Building Initiative (CBI), provides specialized investments at pivotal stages of organizations lifecycles. These investments are focused on critical infrastructural support, with an aim towards facilitating stability, growth, and viability. The Pre-Incubator Program is an intensive 12-month program that nurtures start-up and emerging organizations by supporting the development of critical infrastructure in management, governance, financial resources and administrative systems. Participants have access to monthly organizational assessments, mentorship, consultant presentations and an organizational learning database. During the first six months, participants complete specific action items. At the six-month mark, each organization goes before a panel to review their performance, those earning the highest scores receive an unrestricted grant award up to $7,500. Following the performance review and grant decision, participants are encouraged to continue through the remainder of the term to benefit from services provided by HAA. Program Benefits All Pre-Incubator Participants will have access to the CBI online project management system, Incubator Speaker Series presentations, and HAA sponsored professional development workshops for a one-year engagement. Additional program benefits include: 1. Management Services by HAA Staff Diagnostic Assessments including: o Organizational Self-Assessment focused on refining the four areas of infrastructure: financial resources, board governance, staff management, and administrative systems. o Financial Profile Assessment. Monthly mentoring and advising sessions with HAA staff. Monthly Outputs designed to strengthen organization s core infrastructure as it pertains to financial resources, board governance, staff management, and administrative systems. Invitation to participate in the Incubator Speaker Series presentations focusing on topics related to governance, financial resources, management and marketing. Invitation to attend HAA sponsored professional development workshops at no charge. Invitation to attend select professional development workshops and conferences in the Houston region at no charge. Access to Business Volunteers for the Arts (BVA) consultants and mentorships with leaders in the local arts community. 2. Up to $7,500 in Capacity Funding Eligible areas for capacity funding include, but are not limited to: Administrative expenses (i.e. rental fees, administrative salaries, financial management systems, website development, strategic consultancy, etc.) and/or Program expenses (artistic fees, production expenses, marketing & public relations expenses, etc.). Participants are urged to discuss potential use of funds with HAA staff to maximize impact of the funds in moving the organization forward. Funding will be determined through a review process at the six month mark. Page 7 of 13

8 Program Expectations and Requirements Leadership Team Participating organizations will need to engage a team of dedicated individuals who will help guide the organization through the Pre-Incubator Program. The Leadership Team should consist of a minimum of 3 and a maximum of 6 people who currently serve on the organization s Board of Directors or as staff members (paid or unpaid). At minimum, the Leadership Team should include the organization s executive leadership (Executive Director, Artistic Director, CEO, etc.), the Board President, and the Board Treasurer or the person in the organization who is primarily responsible for managing the organization s finances. If one person in the organization is serves in more than one of the roles aforementioned (i.e. the Executive/Artistic Director is also the Board President) then the organization should select additional individuals who have already demonstrated commitment and leadership to the organization in order to fulfil the three-person minimum requirement. To avoid the appearance of a conflict of interest, Leadership Team members may not concurrently serve on the Houston Arts Alliance s Board of Directors or its Committees (i.e. Grants or Capacity Building Initiatives). Any changes in Leadership Team members must meet with the approval of Houston Arts Alliance. Monthly Advising Sessions During the initial six months of the Pre-Incubator Program the Leadership Team will be expected to meet each month with the Capacity Building Initiatives (CBI) Manager, and potentially other HAA staff. These meetings will be used to monitor the organization s progress through the program; discuss recent achievements or challenges; introduce new topics or outputs; and review completed outputs. Please note, the entire Leadership Team is not required to attend every Monthly Advising Session, but at least one person is required to meet with the CBI Manager each month. Organizations that miss more than one Monthly Advising Session in the first six months of the program may be disqualified. Required Outputs Each organization will be assigned between 4 and 7 action items each month for the first six months of the Pre- Incubator Program. Each action item will be focused in one of the four primary competencies that the Pre-Incubator program strives to strengthen: Administrative Systems o Example Action Item: Adoption and implementation of QuickBooks to manage finances Governance o Example Action Item: Draft an organizational policy on board evaluation, recruitment, and rotation Management o Example Action Item: Revise or create a job description for the Executive Director Financial Resources o Example Action Item: Draft a fundraising appeal letter Additionally, organizations will be required to attend at least one professional development, non-profit focused, workshop, conference, or webinar each quarter. Organizations that do not submit or submit incomplete or late action items may be disqualified from the program. Mid-Year Performance Review As expressed above, over the first six months HAA will facilitate an intensive program designed to address specific areas of capacity building. Participating organizations, with the guidance of HAA staff and BVA consultant(s), will work to leverage the program s resources toward strengthening administrative systems, governance, management, and financial resources/fundraising. Each Participant is expected to complete 30 to 35 action items and demonstrate positive growth in organizational infrastructure. Page 8 of 13

9 Participating Organizations will appear before panel review in May Panelists will evaluate participants based on artistic merit; timely completion of action items (outputs) and mid-year report; measurable changes in organizational growth (outcomes); and HAA staff observations. Based on panel review results, select Participating Organizations will be awarded funding up to $7,500. Review Panel Criteria Criteria Max. Points Informed By Artistic Merit 40 points Panelists observations based on actual performances, site visits, and/or support materials Outputs Completed 30 points % of Required Action Items Complete and HAA staff observations Outcomes Achieved 30 points Pre-Incubator Mid-Year Report, Supplemental Materials, and Panel interview Following the outcomes of the panelists recommendations, Participating Organizations and HAA Staff will decide together how to continue for the remainder of the term of the program. Regardless of the funding decision, all Participating Organizations will have access to the advising sessions through September Page 9 of 13

10 ELIGIBILITY The following are the eligibility requirements to apply for the Pre-Incubator Program: The organization s primary mission, as described in its mission statement and approved by its board of directors, is the production or presentation of arts and cultural programming. The applicant organization s annual cash revenues (not including any HAA grants) are between $10,000 and $50,000. o Organizations who wish to enter the program that currently have budgets outside of this range should reach out to the Capacity Building Initiatives Manager prior to submitting LOI/Application. The organization has current tax-exempt status under Section 501(c)(3) (or the equivalent) of the Internal Revenue Service as a public charity. The tax-exempt status must have been granted by the IRS at least one year prior to the grant application deadline. o Organizations who wish to enter the program under fiscal sponsorship of an umbrella nonprofit should reach out to the Capacity Building Initiatives Manager prior to submitting LOI/Application. The organization has produced or presented arts or cultural programming open to the general public for at least one year (12 months) prior to the grant application deadline. The organization is physically based within the Greater Houston area, defined as Harris County and the contiguous counties (Brazoria, Chambers, Fort Bend, Galveston, Liberty, Montgomery and Waller Counties). The organization has not received any CBI funding (Pre-Incubator, Resident Incubator, Accelerator, or Sustainability) from HAA and is not currently receiving General Operating Support (GOS or GOSE) funding from the HAA. Organizations receiving or having received Arts Project Grant, City s Initiative, and Touring + Neighborhood Arts Program funding through HAA are eligible to apply. The applicant organization s board of directors has at least three independent board members who meet at least quarterly to conduct the business of the organization. At least one person who acts as the executive leadership of the organization (i.e. Executive Director, Artistic Director, CEO). This may be a paid or unpaid position; this person may also be a member of the Board of Directors. The majority of the organization s programs and events are advertised and open to the general public. The organization does not have any outstanding Final Reports due to Houston Arts Alliance. Page 10 of 13

11 HOW TO APPLY Letter of Interest All potential applicants must initially submit a Letter of Interest (LOI) on organizational letterhead. The LOI should be no longer than 2 pages in length, and should briefly address the following: 1) Describe the organization, its mission, and accomplishments to date. 2) What are the organization s artistic and programmatic goals over the next 12 months? What specific challenges does the organization face in achieving those artistic and programmatic goals? 3) What specific challenges does the organization face in terms of establishing and/or solidifying critical infrastructure over the next 12 months? 4) How will participation in the Pre-Incubator Program help the organization confront the identified challenges and achieve its identified goals? In addition to submitting an LOI, all potential applicants must also submit a completed Business Model Planning Template. The template, which was adapted from the Nonprofit Finance Fund, is available for download on the Pre- Incubator Program page on HAA s website. Letter of Interest Tips Use the organization s letterhead Letterhead should include a list of the board of directors on one of the margins and board officer positions o If the letterhead design does not include a list of current board members and officers, applicants may submit a one-page addendum to the LOI listing the names of board members and titles of elected officers (i.e. President/Chair, Vice President, Treasurer, Secretary, etc.) No more than two pages in total length Do not assume the reader is familiar with your organization Be thoughtful, precise, and succinct as possible Proof read the letter Completed LOI and Business Model Planning Template must be submitted via to amy@haatx.com, by 5:00 pm on Wednesday, August 3, LOI Submissions received after the deadline will NOT be considered for the full application. Full Application Submissions will be evaluated based upon artistic merit, organizational strength, and the organization s likely ability to benefit significantly from participation in the program. After the submission of the LOI and Business Model Planning Template a limited number of candidates will be invited to submit a full application which will be due at 5:00pm on Tuesday, September 14, Between the time that an organization receives the invitation to submit a full application and the application due date, the organization will be required to interview with the Capacity Building Initiatives Manager to further discuss participation in the Pre-Incubator program. The full application will ask questions regarding the organization s current administrative capacity, financial history, and short- and long-term goals. At this time, the organization will also need to identify the Leadership Team who will participate in the program (please see page 8 for more information about the Leadership Team). Applicants will also be ask to provide a variety of supporting documentation. Full applications and outcomes of the interviews will be reviewed, and a limited number of Participants will be extended an invitation into the Pre-Incubator Program in September The program begins October 1, 2016 and runs through September 30, Full applications received after the deadline will NOT be considered for admission into the program. Page 11 of 13

12 IMPORTANT DATES Capacity Building Initiative (CBI) Pre-Incubator Program Program Term: October 1, 2016 to September 30, 2017 Application Workshop: Tuesday, June 28, 2016, 6:00 7:30pm in the Houston Arts Alliance Gallery located at 3201 Allen Parkway, Houston, TX Letter of Inquiry and Business Model Template Due: Wednesday, August 3, 2016 at 5:00pm Announcement of Invitation to Submit Full Application: Week of August 15, 2016 Pre-Incubator Application Interviews: August 22 September 7, 2016 o Organizations will be contacted by the Capacity Building Initiatives Manager to select a time Full Applications Due and Interview Complete: Wednesday, September 14, 2016 at 5:00pm CBI Pre-Incubator Program Calendar 6:00pm, June 28, 2016 Pre-Incubator Application Workshop June 28, 2016 CBI Guidelines published on HAA Website 5:00pm August 3, 2016 LOI and Business Model Template Due Week of August 15, 2016 Announcement of Invitations to Submit Full Pre-Incubator Applications August 22 September 7 Pre-Incubator Application Interviews with Capacity Building Initiatives Manager 5:00pm, September 14, 2016 Full Pre-Incubator Applications Due September, 2016 Acceptance into Pre-Incubator Program Announced October, 2016 Program Orientation October, Month Review Begins May, 2017 Mid-Year Report Due May, 2017 Grant Panel Review June, 2017 Grant Award Announcements & First Payment (80%) September, 2017 Program Ends November, 2017 Final Reports Due & Second Payment (20%) Page 12 of 13

13 ADDITIONAL INFORMATION Helpful Hints Read the guidelines, criteria and grant application instructions before beginning the application process. Plan your narrative following the questions and funding criteria. Plan your answers carefully to avoid repetition. Write to the purpose of the program. Keep the criteria and program information in front of you when preparing your proposal. Don t assume. Those reviewing your proposal may have limited knowledge of your organization or its programming. Make sure you describe existing and proposed programs in detail. The application should stand on its own merits. Avoid generalizations. Rather than stating, We have operated a successful series of concerts for the last four years, use numbers to prove your case. For example, We have produced six plays with 10- performance runs for the last four years to audiences ranging from 75 to 100 for each performance. Proofread. Before submitting your application, have at least one person in addition to yourself proofread your application. If the reader has questions, it is likely HAA will as well. Applications that contain frequent typographical errors, poor grammar or misspelled words do not give a positive impression of the organization and rarely score well. If your narrative doesn t fit into the allowed word limit, it is your responsibility to edit it to fit. Application Assistance Applicants are encouraged to become familiar with the program requirements and criteria before beginning the application process. To speak to or make an appointment with Amy Gibbs, Capacity Building Initiatives Manager, please call or amy@haatx.com Page 13 of 13