Fulton-Montgomery Arts Grants - Project Grants 2015 Guidelines Letter of Intent Deadline: October 31, 2014 Application Deadline: November 28, 2014

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1 Fultn-Mntgmery Arts Grants - Prject Grants 2015 Guidelines Letter f Intent Deadline: Octber 31, 2014 Applicatin Deadline: Nvember 28, 2014 Saratga Arts ffers funding fr arts and cultural prjects and prgrams in Fultn and Mntgmery Cunties. Eligible artists, nn-prfits, municipalities, and ther gvernment entities are encuraged t apply. TABLE OF CONTENTS Overview Infrmatinal Seminars 2 Letter f Intent and Applicatin Deadlines.. 3 Wh Can Apply? 3 Hw Much T Request 3 When Des The Prject Need T Occur?. 3 Hw is Funding Decided?. 3 Funding Plicies 3 Funding Pririties and Criteria Funding Eligibility Funding Restrictins Fiscal Spnsrship 8-9 Grantee Respnsibilities 10 Applicatin Instructins Saratga Arts 320 Bradway, Saratga Springs, NY Sharn Wait, Grants Administratr swait@saratga-arts.rg This prgram receives supprt frm Saratga Arts thrugh Fultn-Mntgmery Arts Grants, which is made pssible by the New Yrk State Cuncil n the Arts with the supprt f Gvernr Andrew Cum and the New Yrk State Legislature.

2 OVERVIEW The New Yrk State Cuncil n the Arts (NYSCA) has appinted Saratga Arts t administer the Decentralizatin (DEC) Grant Prgram in Fultn and Mntgmery Cunties, knwn lcally as Fultn-Mntgmery Arts Grants Prject Grants (F-MAG-PG). The F-MAG-PG Prgram regrants public funds t artists, nn-prfit rganizatins, municipalities and ther gvernment entities in Fultn and Mntgmery Cunties, in partnership with qualifying rganizatins and artists, t present arts and cultural prgrams f high artistic merit in lcal cmmunities INFORMATIONAL SEMINARS The fllwing free infrmatinal seminars ffer assistance in understanding the F-MAG grant prcess. The seminars fr 2015 will fcus n specifics f the grant applicatin, including writing the narrative, successfully cmpleting the budget, successful prject examples, and panel tips. All grant applicants are required t attend a wrkshp regardless f funding histry. Pre-registratin is required. Please call Mnday, Octber 6, 2014 Creative Cnnectins Arts Center, 303 East Main Street, Amsterdam, NY 9:00am-10:00am, Prject Grants 10:15am-11:15am, Arts Educatin Grants 11:30am-12:30pm, Individual Artist Grants Tuesday, Octber 14, 2014 Fnda Public Library, 28 West Main. St., Fnda, NY 4:00pm-5:00pm, Individual Artist Grants 5:30pm-6:30pm, Prject Grants 6:45pm-7:45pm, Arts Educatin Grants Tuesday, Octber 21, 2014 The Arkell Museum, 2 Erie Blvd., Canajharie, NY 4:00pm-5:00pm, Individual Artist Grants 5:30pm-6:30pm, Prject Grants 6:45pm-7:45pm, Arts Educatin Grants Mnday, Octber 27, 2014 Fultn-Mntgmery Reginal Chamber f Cmmerce, Glversville, NY 9:00am-10:00am, Prject Grants 10:15am-11:15am, Arts Educatin Grants 11:30am-12:30pm, Individual Artist Grants 2

3 LETTER OF INTENT AND APPLICATION DEADLINES A letter f intent t apply must be received electrnically by Friday, Octber 31, Applicatins must be received electrnically t swait@saratga-arts.rg by Friday, Nvember 28, 2014, at 5:00pm. WHO CAN APPLY? Eligible artists in partnership with a nn-prfit rganizatin, nn-prfit rganizatins, municipalities and gvernment entities in Fultn and Mntgmery Cunties. HOW MUCH TO REQUEST Applicants may request $500 - $5,000. Applicants may apply fr up t three separate prjects (ttaling n mre than $5,000) in ne applicatin. WHEN DOES THE PROJECT NEED TO OCCUR? January 1, 2015 December 31, 2015 HOW IS FUNDING DECIDED? Funding decisins are based n criteria that Saratga Arts adapted frm NYSCA Guidelines and decided thrugh a deliberatin prcess by a qualified panel f arts prfessinals, artists, and cmmunity representatives frm Fultn and Mntgmery Cunties. Saratga Arts distributes FMAG funding t grant recipients immediately fllwing disbursement frm New Yrk State. Grant Awards may nt be until late spring. If yur rganizatin is dependent n receiving FMAG funding in rder t implement the event please plan yur budget and cash flw needs accrdingly. FUNDING POLICIES The FMAG-PG grant prcess is cmpetitive. Regardless f past supprt, each applicatin is reviewed anew every year. Grups that have received repeated funding shuld display indicatins f rganizatinal develpment and prgram grwth. Prjects must be pen t the general public in a fully handicap accessible lcatin in Fultn and Mntgmery Cunties. FMAG-PG can nt fund the ttal expense f any prject. Applicants must seek and cmmit ther surces f revenue and supprt in additin t the requested FMAG-PG funds. Creative cllabratins and supprt frm cmmunity rganizatins and businesses are strngly encuraged. The pririty f FMAG is t fund the arts-related aspect fr the prpsed prject: Artist fees 3

4 Art-related supplies and materials needed fr the executin f the prgram Prductin csts Funding may als be requested t supprt: Marketing/publicity and ther utreach csts Administrative expenses FUNDING PRIORITIES AND CRITERIA Grant applicatins are evaluated n the basis f the fllwing pririties and criteria: Pririties Participatin f rural, minrity r ecnmically disadvantaged ppulatins An excellent prpsal will shw a strng effrt t prvide cultural services benefiting peple traditinally underserved in the arts in Fultn and Mntgmery Cunties - including rural, ethnic/minrity and ecnmically disadvantaged ppulatins. Encuragement f diverse arts and cultural prgramming thrughut Fultn and Mntgmery Cunties New appraches fr bringing the arts t the public Enhancement f year-rund arts and cultural activities An excellent prpsal will shw hw the prject will enhance and have an impact n cultural activities within bth cunties. Criteria Quality and artistic merit An excellent prject will invlve prfessinal, high caliber artists and persnnel. The prject itself shuld demnstrate a skillful practice f a particular artistic discipline and strive t ffer a quality art experience with strng cultural ties t the cmmunity it serves. Originality f the prject An excellent prject will invlve the creatin f new wrk and ffer a unique interactin with the cmmunity. A mre cmpetitive prject will intrduce the Saratga cmmunity t cultural arts and/r prgrams nt currently available. Creatin f new wrks An excellent prject will prvide an pprtunity fr bth prfessinal artists and cmmunity members t create new wrks f art. Cmmunity benefit and accessibility An excellent prject will ffer a significant artistic r cultural benefit fr its intended audience and shuld strive t meet a need expressed by the cmmunity (as evidenced by cmmunity supprt fr the prject). A mre cmpetitive prject will 4

5 als address underserved cnstituencies rural, minrity and ecnmically disadvantaged and aim t expse these ppulatins t the arts in a meaningful way. The prject must be pen t the general public and must be handicap accessible. Feasibility f the prject & reasnable and apprpriate budget An excellent prpsal will demnstrate that the prject is well planned and the applicant rganizatin is financially sund. The applicant shuld prvide infrmatin that shws the prject can be carried ut successfully. Effective utreach and marketing plan An excellent prject will include a well-planned and thrugh utreach and marketing plan, ne that includes details n the wh, when, where, and hw f marketing the prject. FUNDING ELIGIBILITY Applicants must meet certain eligibility requirements in rder t be cnsidered fr FMAG funds. Applicant MUST be a nn-prfit r lcal gvernment entity r a spnsred individual artist in partnership with a nn-prfit lcated in Fultn r Mntgmery Cunty. If Applicant is an rganizatin they must submit prf f their nn-prfit status. (A NYS Tax Exempt Certificate is nt a frm f prf fr nn-prfit status and will nt be accepted.) Please see pages 12 & 13 f the Guidelines fr a list f acceptable frms f prf. If Applicant is a lcal gvernment municipality r ther entity, they must prvide prf thrugh submitting a letter f intent n fficial letterhead. Applicant must have an active Bard f Directrs/Trustees r ther vlunteer advisry grup that meets regularly. Applicant must demnstrate a need fr funding thrugh updated financial data. Applicant must nt exclude persns with disabilities, accrding t the 1991 Americans with Disabilities Act. Chapters f natinal rganizatins must have their wn nn-prfit status in Fultn r Mntgmery Cunty and may nt use the nn-prfit status f grup-ruling parent rganizatins. Individual artists and nn-incrprated arts rganizatins residing r legally lcated in Fultn r Mntgmery Cunty may apply fr FMAG funding thrugh the fiscal spnsrship f a qualified nn-prfit that meets the abve criteria. (Please see pages 8 & 9). Artists must be ver 21 years f age. 5

6 Students enrlled in a degree prgram are nt eligible fr a FMAG-PG grant. Saratga Arts' FMAG grants are funded by the New Yrk State Cuncil n the Arts, a state agency, which requires Saratga Arts t determine t the best f its ability that rganizatins receiving these public funds are capable f carrying ut their prpsals and will be ethical and effective stewards f public funds in cmpliance with nnprfit law and best gvernance and fiscal practices. In the curse f reviewing applicatins befre submitting them t the selectin panel, Saratga Arts' staff may identify what, in its judgment, appear t be prblems in rganizatinal practices and require that they be addressed; failure t d s may render an applicatin ineligible fr further review r funding cnsideratin. Please visit ur website: t dwnlad a checklist fr nnprfit cmpliance with links t sample dcuments and wrk-tls (The dcument can be fund under Additinal Resurces.) Nte: Organizatins that applied directly t NYSCA fr 2015 funding may NOT apply fr FMAG-PG 2015 funding, regardless f the status f the NYSCA applicatin. An rganizatin can apply fr a FMAG Prject Grant and a FMAG Arts Educatin grant within the same year. The ttal number f prjects can be three and the ttal funding request can nt exceed $5,000. FUNDING RESTRICTIONS FMAG-PG funds may NOT be used fr the fllwing: New Yrk State agencies and departments (including SUNY schls) Public universities, clleges; and public, private, r parchial schls Individuals that d nt have an eligible spnsr r partner rganizatin Organizatins that have applied t directly t NYSCA in the mst recent cycle Nn-incrprated chapters f rganizatins whse parent is incrprated utside f the Decentralizatin service area Start-up r seed funding fr the establishment f a new rganizatin General perating expenses Operating expenses f privately wned facilities (e.g. hmes and studis) Requests that are greater than an applicant rganizatin's prject expenses minus ttal prject incme Prjects that are recreatinal, therapeutic, r rehabilitative in nature 6

7 Entertainment csts including receptins, fd, and fundraising events Activities that are nt arts-related including ballns, clwns, magic Prgrams designed exclusively fr at-risk / scial services grups Activities nt pened t the general public (camps, clubs, cllege assciatins) Acquisitin f wrks f art Cntingency funds Permanent equipment Creatin f textbks r classrm material Capital imprvements Lbbying expenses Prgrams in which children are used as prfessinal artists (paid a fee) Regrants by applicants t fund ther activities Cash prizes, juried shws, fellwships, schlarships and ther awards t students Past sub-grantees that have failed t submit final reprts 7

8 FISCAL SPONSORSHIP What is a fiscal spnsr? A fiscal spnsr is a nn-prfit rganizatin that ffers their legal and tax-exempt status t unincrprated grups engaged in activities related t the rganizatin's missin. Hw des fiscal spnsrship relate t Saratga Arts Grants Prgram? T be eligible t apply t the FMAG-PG grant prgram at Saratga Arts, an rganizatin must be incrprated as a New Yrk State nn-prfit in Fultn r Mntgmery Cunty. In r ut f Fultn r Mntgmeru Cunty rganizatins that are nt incrprated as a NYS nn-prfit and are interested in applying t the FMAG-PG Grant Prgram have the ptin f seeking fiscal spnsrship frm an eligible rganizatin in Fultn r Mntgmery Cunty. What are the basic respnsibilities f being a fiscal spnsr? A fiscal spnsr must adhere t the nn-prfit eligibility requirements listed in the FMAG-PG Grant Guidelines. The spnsring rganizatin must be incrprated as a New Yrk State nn-prfit in Fultn r Mntgmery Cunty. A fiscal spnsr applies t ne f Saratga Arts Grant Prgrams n behalf f an unincrprated arts rganizatin r grup. A fiscal spnsr agrees t serve as a fiscal cnduit and accepts respnsibility fr fulfilling all grant requirements fr the grant-funded prject, which includes submitting a cmpleted and signed grant applicatin, and if funded, a signed cntract and prgram schedule frm. Receive, recrd, and disburse the grant mney directly t the spnsred artist r unincrprated rganizatin in a timely and fair manner. Cmplete a final reprt (the final reprt includes financial dcumentatin f all expenses t the prject and is due within 30 days f the last cmpleted prject date). A cpy f a Fiscal Spnsr Mem f Understanding between the tw parties must be submitted with the applicatin, stating the willingness f the cnduit t fulfill bligatins and duties relating t serving as a fiscal and administrative agent fr a grant award. In additin the letter f agreement shuld specify the respnsibilities and rles f each party. T view example letters please visit: 8

9 Refrain frm making and impsing artistic decisins n the prject. Artistic cntrl and prprietary rights shall remain exclusively with the spnsred arts rganizatin r artist. What are the basic respnsibilities fr the spnsred Nn- Incrprated Organizatin? Use all grant mney exclusively fr the cntracted prject. Cmplete prject activity as described in riginal grant applicatin. Submit t the spnsring rganizatin a detailed prject descriptin and fiscal reprt. Submit all required prject and expense infrmatin t the fiscal spnsr fr the cmpletin f the final reprt (this included all expense receipts assciated with the prject) Maintain accurate recrds f all prject-related expenses and submit cpies f expense receipts. Credit the spnsring rganizatin and required Saratga Arts credit language n all publicity, advertisements, and acknwledgments related t the prject in a frm agreed t by bth parties. The Saratga Arts required credit language can be fund n Saratga Arts encurages spnsring rganizatins t check with their accuntant r financial persnnel regarding tax liabilities and IRS reprting relevant t spnsring prjects that may r may nt directly relate t the missin f their rganizatin, and if necessary, t establish internal cntrl plicies relating t fiscal spnsrship. Spnsring rganizatins are respnsible fr all IRS required reprting, including the creatin and distributin f 1099 and W9 frms where applicable. Please refer t: fr mre infrmatin n fiscal spnsrship. 9

10 GRANTEE RESPONSIBILITIES Grant recipients are bligated t d the fllwing: Sign a Cultural Services Agreement (cntract) stating the terms f the funded prject. Attend the Annual Grant Awards Ceremny t receive grant award check. Keep the Grants Administratr infrmed regarding prject prgress, any changes in the prject as prpsed in the riginal applicatin must be pre-apprved by the Grants Administratr r difficulties in fulfilling bligatins f the agreement must be reprted t the Grants Administratr immediately. Make the public aware f yur prject, fllwing thrugh n the exact terms f yur apprved marketing strategy. Credit Saratga Arts fr receipt f funds n all publicity and printed and e-media materials and websites assciated with the funded prject (specific credit language is available at and in the Cultural Services Agreement). Failure t d s will affect future funding eligibility! Prvide timely ntificatin f yur prgram t the Grants Administratr fr utreach purpses. Once funded, the Grants Administratr will prvide yu with a Prgram Schedule Frm and due date which yu will cmplete and return. Ensure that events/venues assciated with the prject are handicap accessible. Prvide 2 cmplimentary tickets t any funded event fr the purpse f cnducting NYSCA-required audits. Prvide timely ntificatin f yur prgram t the Grants Administratr. Submit a Final Reprt with required attachments within 30 days f cmpletin f the funded prject. A final reprt frm is available at 10

11 APPLICATION INSTRUCTIONS NEW FOR 2015: All applicatins, budgets, and supprt materials will be submitted via t Sharn Wait, Grants Administratr, at swait@saratga-arts.rg. I. Submit Original Applicatin & Budget The applicatin and budget frms must be typed. Only ne cpy f the applicatin, with riginal signatures in the certificatin page, and budget need t be submitted. Please nte that there are tw wrksheets in the Budget (Budget and In-Kind) that need t be cmpleted: FMAG-PG Grants can nt fully fund a prject s expenses An additinal cash cntributin frm a variety f surces must be secured In-Kind Cntributins: Please include a list f in-kind cntributins and their estimated value. An in-kind cntributin is any cntributed time, supplies, equipment, and/r space that ne wuld generally pay fr. Please nte the difference between vlunteer-time and the time and/r service f a prfessinal. (Ex. a vlunteer with n frmal training created an event invitatin vs. a prfessinal graphic designer dnating her time and service t create an event invitatin.) II. Preparing Applicatin and Budget fr Electrnic Submissin The cmpleted applicatin and budget frms must be submitted via t swait@saratga-arts.rg by saving the file as a PDF. If yur cmputer des nt have the capability t cmplete the abve task there are many free nline Wrd PDF cnverters. 11

12 III. Submit Supprt Dcuments New fr 2015: All Supprt Dcuments must be submitted electrnically t swait@saratga-arts.rg. Bard f Directrs List Submit a list f current Bard Members, include ccupatin affiliatins, address and phne numbers List f all Artistic & Administrative Persnnel (If yur rganizatin is requesting funds fr mre than ne prject, please submit a separate list fr each prject.) Submit a list f names and rganizatins verseeing the arts prject; prvide mailing addresses and phne numbers, and specify their rles in the prject Artist Resume/s (If yur rganizatin is requesting funds fr mre than ne prject, please submit a separate list fr each prject.) Submit resumes fr all artists invlved in the prject describing their artistic career and qualificatins Organizatin Financial Statement Submit ne cpy f the financial statement frm yur rganizatin s mst recent cmpleted fiscal year. Use updated audited figures if available; ther acceptable dcuments include accuntant prepared and signed statements r a cmplete fiscal year reprt signed by bard treasurer. Prf f Applicant Organizatin s Nn-Prfit Status In additin t the guidelines abve, applicants must meet certain eligibility requirements in rder t be cnsidered fr FMAG funds. The applicant must be incrprated as a New Yrk State nn-prfit, municipality r gvernment entity with a mailing address in Saratga Cunty. Please nte that the address n the dcumentatin must shw a Fultn r Mntgmery Cunty address. Please remember: chapters f natinal rganizatins must have their wn nn-prfit status in Fultn r Mntgmery Cunty and may nt use the nn-prfit status f grup-ruling parent rganizatins. Fr nn-prfit rganizatins any ne f the dcuments belw may serve as prf f nnprfit status. IRS Determinatin Letter (A NYS Sales Tax Exemptin Certificate will nt be accepted) Dcumentatin f charter by the New Yrk State Bard f Regents under sectin 216 f the New Yrk State Educatin Law Dcumentatin f incrpratin under Sectin 402 f the New Yrk State Nt-fr- Prfit Crpratin Law 12

13 Current New Yrk State Bureau f Charities (Office f the Attrney General) filing receipt Fr municipalities and gvernment entities the fllwing dcuments can be submitted: Official authrizatin as an arm f lcal gvernment (i.e., a frmal letter n fficial statinary signed by the apprpriate cunty, city, twn r village executive) 13

14 IV. Submit Artistic Supprt Materials New fr 2015: All Supprt Materials must be submitted electrnically t swait@saratga-arts.rg. If yur rganizatin is requesting funds fr mre than ne prject, please submit ne set fr each prject. Chse the medium apprpriate fr the prject and artistic discipline f the invlved artists. Submit the highest quality items and make sure they are relevant t the prpsed prject. All literary-based materials must be submitted electrnically as PDF files MAX ne set f five items fr each prject request, chsen frm the fllwing examples: Digital Images Clr images r BW, maximum f 5 each labeled with Number, Title & Date f Wrk. Include a numbered Image List with Number, Title, Artist, Date f Wrk, Medium and Dimensins. Nte: 3-D artists may submit tw views f each piece fr a max. f 10 images. Literary Wrk MAX 10 pages, typed, duble-spaced. Include a Title Page labeled with Artist Name, Title and Date f Wrk. Petry may be single-spaced, each pem n a separate page. Audi Music Tracks MAX 10 minutes. Specify which tracks t be played. Label with Artist Name and Title. DVD/Vide MAX 10 minutes. Label with Artist Name and Title. Websites MAX 3 websites may be listed n a single piece f paper, each with a descriptin f what is displayed. Yutube Weblinks MAX 5 web links Scanned News Articles MAX 5 articles Organizatinal Print Materials MAX 5 14

15 V. Submit ne cpy f a Fiscal Spnsr Mem f Understanding (fr thse partnerships that invlve fiscal spnsrship nly) A written mem utlining the agreed upn services prvided by the fiscal spnsr t the spnsred rganizatin. T view example letters please visit: QUICK CHECKLIST D Yu Have Everything? Please nte: If yu are requesting funds fr mre than ne prject the fllwing items must be submitted separately: Artist and Administrative List, Artist/s Resume/s, and Artistic Supprt Materials. 1 cpy Applicatin and Budget Frms 1 cpy Current Bard f Directrs List cntaining cntact infrmatin 1 cpy Artistic & Administrative Persnnel List cntaining cntact infrmatin 1 cpy Artist/s Resume/s 1 cpy f dcument prving rganizatin s Nn-Prfit Status 1 cpy f rganizatin s mst recent Financial Statement 1 set f Artistic Supprt Materials 1 cpy f Fiscal Spnsr Mem f Understanding (if applicable) SUBMITTING APPLICATION Type yur applicatin and budget Gather all artistic supprt materials electrnically Submit applicatin, budget, and artistic supprt materials electrnically t Sharn Wait, Grants Administratr, swait@saratga-arts.rg Incmplete applicatins nt accepted Keep a cpy f yur applicatin fr yur recrds Submit materials electrnically t: Sharn Wait, Grants Administratr swait@saratga-arts.rg 15