Accessibility Improvement Grants for Arts Organizations served by the Lake Region Arts Council

Transcription

1 Accessibility Improvement Grants for Arts Organizations served by the Lake Region Arts Council 2014 Grant Guidelines & Application CONTACT: VSA Minnesota at Cowles Center for Dance & the Performing Arts 528 Hennepin Avenue, Suite 305 Minneapolis, MN Phone: Fax: Website: MN Relay Service, dial 711 or To request alternative formats of this information such as Braille, large print, , audio tape or computer disk, contact VSA Minnesota.

2 WHO IS VSA MINNESOTA VSA Minnesota is a statewide nonprofit 501(c)(3) organization founded in Its mission is to create a community where people with disabilities can learn through, participate in and access the arts. VSA Minnesota is part of the national and international network of VSA organizations based in Washington, D.C. through the Education Department of the John F. Kennedy Center for the Performing Arts. Formed by Ambassador Jean Kennedy Smith in 1974, VSA offers programming in music, visual arts, writing, dance and other art forms directly and through approximately 35 national and 52 international affiliate organizations. Recent or current programs offered by VSA Minnesota include: Arts in Education programs bring artists with and without disabilities into classrooms and community settings to work with young people with disabilities. Professional Development opportunities offer training to arts organization staffs, teachers, artists, audio describers, captioners and ASL interpreters. Cultural Access efforts enable arts organizations to be more accessible to people with disabilities through ADA Access Improvement Grants; Accessible Arts Calendar publicity; building access surveys; ADA Access Plans; and other accessibility assistance. Arts and Disability Awareness programs include presentations, Arts Ambassadors, art exhibits, enewsletters, an accessible website, and media contacts. Grants for Artists with Disabilities include Emerging Artist Grants of $1500, funded by the Jerome Foundation, to help emerging artists create new artistic work. Opportunities for Students with Disabilities include performances, publication and exhibits. For updates and deadlines on these programs, go to WHO IS THE LAKE REGION ARTS COUNCIL The Lake Region Arts Council (LRAC) serves the nine counties of: Becker, Clay, Douglas, Grant, Otter Tail, Pope, Stevens, Traverse and Wilkin in west central Minnesota. In addition to funding these Accessibility Improvement Grants for Lake Region Arts Organizations, LRAC has other grant programs for artists and organizations. For instance, Artist Small Grants, Artists Mentorships, Career Development Grants, McKnight Fellowships, Legacy Individual Artists Grants; Organization Project Grants, Operating Support Grants, Legacy Organizational Grants, and Legacy Local Government Grants. For more information, call or ARTS; LRAC4@lracgrants.org; go online: or or visit 133 S. Mill St., Fergus Falls, MN OTHER ADA ACCESSIBILITY RESOURCES Your regional Center for Independent Living ( such as the Freedom Resource Center covering the Lake Region ( Great Lakes ADA Center: (Chicago), (v/tty), ADA.gov: all Americans with Disabilities Act regulations, Cultural Arts Access listserve: culturalartsaccess-subscribe@yahoogroups.com or (Kennedy Center) 2

3 Accessibility Improvement Grants for Lake Region Arts Organizations 2014 Grant Guidelines and Application In 2014, Accessibility Improvement Grants for Arts Organizations served by the Lake Region Arts Council are available to nonprofit arts organizations located in Becker, Clay, Douglas, Grant, Otter Tail, Pope, Stevens, Traverse and Wilkin counties. The grants are administered by VSA Minnesota for the Lake Region Arts Council (LRAC), with funds provided by the Arts and Cultural Heritage Fund as appropriated by the Minnesota State Legislature with money from the Legacy Amendment vote of the people of Minnesota on November 4, In the first grant round in 2013, four arts organizations benefitted by receiving grants totaling $7,250. Total available to award in 2014: $10,000 Maximum grant award: $8,000 Grant Deadline (Round 2): May 2, 2014 CONTENTS PART I GUIDELINES VSA Minnesota, Lake Region Arts Council, Accessibility Resources...2 Summary and Contents...3 Accessibility Improvement Grants Program...4 Description..4 Requirements... 4 Deadlines.5 Eligibility..6 What/Who can be funded.6-7 Before You Apply Technical Assistance...7 Information Meetings & Workshops What Happens After You Apply...9 Definitions...10 PART II GRANT APPLICATION How to Apply...11 What to Include Application Checklist...16 Application Forms

4 PART I GUIDELINES Accessibility Improvement Grants for Lake Region Arts Organizations Program Description Accessibility Improvement Grants provide funds of up to $8,000 for nonprofit arts organizations to make improvements to their programs, projects, equipment, or facilities that will enhance access for people with disabilities. A total of $10,000 is available to be awarded in Projects funded must report measurable outcomes. Project activities must: 1) have the potential for significant or long-term impact in involving more people with disabilities as participants or patrons in your programs, and 2) advance the mission of your group. Accessibility Improvement Grant applications must show evidence that thorough planning has taken place. For example, in the narrative portion of the application, define your project and how you developed your goals (for instance, through your organization s ADA Access Plan, discussion by your board, advisory group, patrons, staff, consultant, service organization, state or local agency, etc.). Identify specific grant expenditures and vendors submitting estimates or bids. Indicate how you will follow through to show how your grant was spent and especially to state how you will make the public, including targeted people with disabilities, aware of your new accessibility features and how they can participate. Program Requirements The proposed improvement must have the potential for significant or long-term impact in involving more people with disabilities as participants or patrons in your programs. You are not required to provide additional funds for your project beyond your grant request. However, the project may appear stronger if you show additional funding and in-kind sources of support. If your project costs more than the amount you are requesting, you must list your other sources (general operating funds, past surpluses, other grants, donations, earned income, revenue you plan to raise specifically for this project, etc.). Please indicate if sources are already in-hand, committed or tentative. Other funding sources may NOT include other State of Minnesota government money (LRAC or State Arts Board grant). In-kind donations may be noted in your narrative or budget notes, but are not required (see definition, page 9). 4

5 Your request may not be part of a larger capital campaign unless (A) the total project will be completed within one year of the Start Date, and (B) you receive written approval from VSA Minnesota before applying. The applicant need not have a board-approved ADA Access Plan or Statement before submitting an application unless it received a 2013 grant. However, an Access Plan is strongly encouraged because it helps outlines policies, strengths, weaknesses, and plans. If a group is funded, an Access Plan is required by the time its Final Report is submitted. VSA Minnesota will assist groups in developing Access Plans. (SEE Information Meetings.) Grantees must give credit for this funding by using the Legacy logo and stating: [Grantee name] is a 2014 recipient of an Accessibility Improvement Grant from VSA Minnesota with funds from the Lake Region Arts Council. This activity is funded, in part, by the Arts and Cultural Heritage Fund as appropriated by the Minnesota State Legislature with money from the Legacy Amendment vote of the people of Minnesota on November 4, Applicants must project anticipated measurable outcomes and, in a final report, state the actual outcomes achieved. A grantee may have additional active grants from the Lake Region Arts Council but may have only one Accessibility Improvement Grant at one time. A 2013 Accessibility Improvement Grant recipient may submit a 2014 application IF its final report has been submitted and approved by VSA Minnesota. The new grant may not be for the exact same purpose. If an arts group receives a 2014 Accessibility Improvement Grant, and if this program continues into 2015, it may submit a 2015 application only IF its final report has been submitted and approved by VSA Minnesota. The new grant may not be for the exact same purpose. Call VSA Minnesota staff at if you have any questions about eligible expenses or projects. Access Improvement Grant 2014 Deadline Application Deadline Panel Review Award Notification Earliest Project Start Date ROUND 2 5 p.m. Friday May 2, 2014 Friday May 23, 2014 Tuesday June 4, 2014 Monday June 16,

6 Eligibility To ensure eligibility, all applicants are encouraged to read these guidelines thoroughly and attend an application informational meeting. (See page 8.) What does this program fund? Accessibility Improvement Grants may be used for capital expenditure projects such as the examples listed below. This list is intended to help you understand the grant program s purpose; it is not a complete list of eligible projects. Facility improvements such as ramps, elevators, lifts, signage, and accessible seating areas to increase accessibility for patrons, performers, staff or artists with disabilities. Purchase, installation and maintenance of equipment for assistive listening, audio description, captioning, Braille, recorded audio described art gallery tours, etc. (NOTE: A Center for the Arts in Fergus Falls can loan portable audio description equipment, and VSA Minnesota can loan a portable captioning unit. VSA Minnesota and other providers can make Braille copies at minimal cost.) Purchase of computer hardware and software with accessibility features for patrons or staff with vision, hearing, tactile or other disabilities. Training services that enable an arts organization to learn how to use and maintain accessibility equipment, conferences or consultants to advise or train the organization on accessibility-related planning, customer service, website design... (thus enabling more patrons with disabilities to benefit). Developing collaborations with specific artists or groups of individuals with disabilities. What does this program NOT fund? Purchase of land or buildings, endowments, debt reduction or cash reserves. Costs for fund-raising events. Activities that engage in political lobbying, serve the religious socialization of participants, or discriminate against persons or groups. The cost of communication accommodations (e.g., ASL interpreting, audio description, Braille, captioning) for just one or two shows. Who does this program fund? Incorporated nonprofit arts groups located in the LRAC nine-county area with at least a two-year history of programs/services. 6

7 About nonprofit and tax-exempt status: groups must be incorporated as a nonprofit in Minnesota to be eligible for this program. If you are incorporated as a nonprofit but do not have IRS tax-exempt status, you must apply using a nonprofit, tax-exempt organization as a fiscal sponsor (see definition). For-profit organizations may NOT apply. A nonprofit non-arts organization with annualized arts programming expenses may be eligible if: It has independent and sustained arts programs (see definition), and It can demonstrate clearly that the sustained arts program serves people with disabilities (see definition) in the community and that the proposed project is primarily intended to increase the participation by people with disabilities. (For example, if a Day Activity Center that has an arts program within its structure could show that the improvement project would increase participation by NEW people in arts programming, it could be eligible.) A non-arts organization must get written approval of eligibility from VSA Minnesota before applying. Who does this program NOT fund? Individuals. Applicant groups located outside the nine-county LRAC area. For-profit organizations. Educational institutions or projects (public, private, alternative, charter and home schools) that take place as part of Pre-K 16 general education activities Accessibility Improvement grant recipients who have not fulfilled final reporting requirements. Before You Apply Technical Assistance For application questions or to have your application reviewed prior to submission, contact Jon Skaalen, access program coordinator, access@vsamn.org or jon@vsamn.org or ext. 2, or Application Information Meetings & Workshops VSA Minnesota will offer several information meetings about the grant program and several workshops on accessibility subjects (see below). You are encouraged to attend to ask questions and discuss project ideas with arts colleagues. For other dates, times and locations, or to arrange an appointment, contact VSA Minnesota at or , access@vsamn.org or 7

8 ARTS ACCESSIBILITY WORKSHOPS: Finding, Developing and Serving a New Audience Alexandria: Wednesday, March 12, 10:30 AM - 2:00 PM. Douglas County Library, 720 Fillmore, Fergus Falls: Thurs. March 13, 10:30 AM - 2:00 PM. Lake Region Arts Council offices, 133 S. Mill St., Fergus Falls; , This workshop will introduce several arts patrons with disabilities, who will help us understand what it s like to participate in the arts, and what accommodations they may need in order to attend, join in, volunteer, etc. Your current customer service practices may just need a little adjusting to be more effective in serving potential audience members, artists and volunteers with vision or hearing loss, mobility or cognitive disabilities, etc. We will learn how to find people who don t attend now but might if they could get to our event, or hear the words, or feel welcomed and included with proper disability etiquette. Disability agencies, social service organizations, group homes, senior centers and media can help us reach and develop ongoing new relationships. Volunteers and front-of-house staff especially welcome. Lights, Sound, Action, Roll Em! How Captioning, Audio Description, ASL Interpreting will attract patrons with disabilities Fergus Falls: Tuesday, March 18, 6:00-8:30 PM A Center for the Arts / Fergus Theatre, 124 W. Lincoln Ave., , A customer with a hearing or vision disability wants to come to a theatre, cinema, museum, gallery or other arts center. How can you best serve that patron? Captioning and assistive listening systems serve anyone who has lost or is losing their hearing. American Sign Language interpreters can make a show or meeting come alive for someone who is Deaf. Audio Description does the same for a person who s blind or of low vision. Explore how your group can offer these services and attract more people to enjoy your play, musical, art exhibit or slide presentation. Meet some of the people in this region who provide or use these services. An optional portion of this session will show you how you (staff or volunteer) can do your own scripted captioning at virtually no cost, using your own computer, free software and a caption display unit available for free from VSA Minnesota. Developing an Access Plan Date/Time/Place to be arranged with interested arts groups. This work session will help arts organization /venue board members, volunteers or staff create a plan of strategies and policies that will help you serve more prospective audience members, staff or volunteers with disabilities. An Access Plan template and sample plans will be provided. We ll take a sample Accessibility Site Survey from the parking lot through the front door into an auditorium seat, meeting room or gallery tour to show what to look for. To help examine your accessibility strengths and weaknesses, attendees are encouraged to bring photos or other examples of actual challenges they face in their organization/venue, and we ll search for practical solutions. When you go home, you ll have a draft of an Access Plan for your board to consider adopting. 8

9 What Happens After You Apply Eligibility review VSA Minnesota staff reviews all applications for eligibility. Errors may reduce the size of your award or make the application ineligible. Late and incomplete applications are ineligible. Panel review meeting A peer review panel reviews all eligible applications. In the spirit of the Minnesota Open Meeting Law, the panel meeting is open to the public. Applicants will be notified of the meeting and are welcome to attend to enhance their understanding of the application review process and to hear the panelists comments directly. The panel s discussion will be audio recorded, and a sound file or edited typed version will be available. For communication accommodations (e.g., ASL interpreter), please contact VSA Minnesota at least a week before the panel meeting. Open records Because the Accessibility Improvement program re-grants public funds, submitted applications are public information. VSA Minnesota will maintain a library of these grant applications and recorded panel discussions, which future applicants may review. Board approval The panel submits its recommendations to the VSA Minnesota board of directors, which makes the final decisions on funding. Notification Approximately 15 days after the panel review, applicants will receive a letter and notifying them of the board s decision. A list of funded applications will be posted on the VSA Minnesota and LRAC websites and provided to area media. If you want more insight on your application s review, you may call the grant program coordinator for feedback. Appeal procedure The board s funding decisions may be appealed solely on alleged procedural errors. There is no right of appeal based on the size of the grant awarded or on disagreements with the review panel s assessment of your application. Appellants must request an appeal in writing within 30 days of notification of the board decision. For a copy of the appeal process, contact VSA Minnesota at , or access@vsamn.org. 9

10 Definitions Americans with Disabilities Act (ADA) a federal law adopted in 1990 that makes access to cultural programs and services for persons with disabilities a civil right. The law and regulations are found at ADA Access Plan an organization s plan to comply with the Americans with Disabilities Act. In the spirit of that law, VSA Minnesota believes that receiving public money obligates grant recipients to ensure that people with disabilities can fully participate in and enjoy arts activities. An ADA Access Plan is one approach to understanding how a group can become more accessible. It serves to assess the accessibility of an organization s programs, services and facilities and define strategies for improvement strategies such as bringing a facility into compliance with the ADA or state or local building codes. An Arts Accessibility Planning Guide and other resources (Sample ADA Access Plans, Building Access Surveys, etc.) may be downloaded or obtained by mail or from VSA Minnesota. Person with a Disability The ADA definition of disability considers a person of any age to have a disability if a physical or mental impairment substantially limits one or more major life activities such as hearing, seeing, walking, breathing or speaking. People with disabilities have traditionally not had access to the arts for reasons of physical or program access, economics or transportation, and generally do not see their lives, culture or experiences reflected through the arts. Thus, this grant program intends to make the arts more accessible to people who are blind or of low vision, are deaf or hard of hearing, or have mobility impairments, chemical sensitivity, mental illness, or other cognitive and physical disabilities. A Fiscal Sponsor a nonprofit, tax-exempt organization that receives grant monies and manages the financial aspects of the project on behalf of a group that does not have tax-exempt status. A fiscal sponsor must be based in Minnesota; it may be an arts or social services organization, school, city or government agency. In-kind non-cash (donated) goods/services for which you would otherwise pay. An independent and sustained arts program in a non-arts, nonprofit organization has 1) a separate advisory board overseeing the arts programming, 2) a separate arts program Income and Expenses Statement, and 3) ongoing programming with at least a two-year history of arts activities. Project Start Date when you can make commitments to start the project in motion (e.g., pay professional fees, complete contracts, buy equipment). Arts Accessibility Improvement Grant funds may not be used for projects to which you have made a financial commitment before the published project start date. 10

11 PART II APPLICATION Accessibility Improvement Grants for Arts Organizations served by the Lake Region Arts Council How to Apply for Funds Complete this application and mail/deliver to: OR, to: VSA Minnesota 528 Hennepin Avenue, Suite 305 In the Subject line, indicate: Minneapolis, MN ADA App: (Your Organization Name) Applications must be RECEIVED or POSTMARKED or ED by the deadline: DEADLINE (Round 2): Friday, May 2, Applications not received or postmarked by the deadline will be INELIGIBLE and will not be reviewed. Your application must include ALL required materials (see checklist, page 16). Incomplete or inaccurate materials may result in an ineligible application or reduced grant request. Applications will be accepted by mail, or other delivery service, but NOT by fax. ed application materials must be in an accessible format: Word, RTF, text, PDF, etc. If you have questions, contact VSA Minnesota: or Helpful Hints Plan ahead! It takes time to plan a project and write a good, typo-free application. Attend an Information Meeting or workshop to ask questions and receive assistance. It may make a difference! (Dates/Locations at Get someone not involved in your project to be a fresh set of eyes to look at your application. Address the disability aspects of your project in each of the criteria areas. Keep a copy of your entire application for your files ( ers: proof of when it was sent). What to Include Send one copy of the grant materials in the following format: 8.5 x 11, a text font equivalent to Times 12-point or larger (15 characters per inch), at least ¾-inch margins, and black ink/toner. These are the only materials the panel will use to evaluate your grant application: 1. Cover Page 2. Narrative 3. Equipment/Service Specifications 4. Project Personnel 5. Board of Directors 6. Project Budget 7. Organizational Income-and-Expense Statement 8. Organization ADA Access Plan (IF you have one or IF you received a 2013 ADA grant) 9. Certification Signatures 10. IRS-Tax-Exempt Status Determination Letter 11. RAC Data Collection Form (for statistical reporting only, not for the grant panel) You may download the application form (PDF, Word or RTF) on and fill it out on your computer. 11

12 1. Cover Page Complete the attached Cover Page, page 17. This will be the first page of your application. Print or type on the form provided or generate your own form using the same information / format. About project start date: See definition, page 10, for earliest allowable start dates. About fiscal sponsors: If your group is not an IRS-tax-exempt organization, you must apply using a fiscal sponsor (see definition, page 9). About project summary: Be sure to complete this section. In your summary statement, describe your project in fewer than 75 words. 2. Narrative Submit a narrative of up to five pages to familiarize the panel with your group and mission, and to be clear about how your project specifically improves access for people with disabilities. PLEASE minimize boilerplate who we are material that you send to every funder; focus instead on Access and Project Information using the section headings below. Six criteria will be used by the review panel to evaluate your application, so provide enough information to help you and the panel see your project in relation to each of the criteria. In the first three, give background about your group and its history with accessibility. Try to limit this to two pages so that you have space to cover adequately the last three criteria and make the best case for how you plan to improve your accessibility for people with disabilities. The latter (Project information) carries more weight in the review panel s deliberations and scoring. I. Group information II. Project information Community Need and Support Situation (Problem/Opportunity) Diversity and Outreach Solution (Project Merit) Access Ability I. Group information and audience involvement Community Need and Support Introduce your organization to panelists. For instance, you may wish to: State your group s mission or primary purpose. When were you founded, why do you exist, and what is your compelling or unique work? Describe some of your group s current program(s) and activities, as evidenced by your organization s income and expense statement (page 20). Describe and quantify the current audience for your programs/services your community, artists, attendees, participants especially related to people with special needs. State how your audience and community has benefitted from your programs/services and shown their support attendance, feedback, volunteer time, donation of cash and in-kind. Discuss briefly your process of determining what you do in terms of shows, programs, services, facilities, administration, outreach. Committees? Board? Staff? Patron input? Diversity and Outreach What efforts has your group made to embrace diversity in your community and audience disability, racial/ethnic, cultural, gender, economic, and/or age? Indicate how your board, advisory groups, staff or collaborations reflect some of this diversity. 12

13 In what ways has your outreach thus far succeeded in increasing diversity among your current audience? Access Accessibility can refer to all the aspects noted in Diversity and Outreach above. In what ways has your group provided or are you planning to provide, perhaps with the help of this grant accessibility for persons with disabilities? For instance: consider adopting an ADA Access Plan, offering ASL-interpreted or audio described events, providing staff/board training on accessibility issues, publicizing to people with disabilities, having an advisory group of people with disabilities, naming an Accessibility Coordinator (page 21). In what other ways has your group ensured that your activities are accessible to your audience? For example, do you offer reduced-price tickets or pay-what-you-can nights, youth or senior programs, transportation assistance, or participation opportunities for diverse communities? How do you communicate this accessibility? What challenges have you identified? (Or address this next in the Situation section.) II. Project information SITUATION (Problem/opportunity/organizational challenge) Describe the underlying situation problem, opportunity, issue or need that your project is intending to resolve. (Note: you must be able to name the problem/opportunity before you define a project and seek funding!) What is compelling about this situation/opportunity? Why is it a priority? What significant long-term impact can you make? And if, for instance, it s a great project but your bathrooms or auditorium are not fully accessible, why are you not fixing them first? SOLUTION (Quality and Merit of the project) Goals and outcomes Describe your project. What are your goals? What outcomes are you trying to achieve? How will this request help you meet those goals and achieve greater accessibility for people with disabilities to your organization? If this project is part of an ongoing or longer-range plan, where does it fit in the plan, and what comes next? Work plan and timeline for your project What will you purchase, or what improvements will you make? How did (or will) you arrive at the specific improvements you are requesting? What and when are the specific activities or steps in this project? Who has been or will be involved in this project (e.g., planning, purchasing, installing and end-users)? How long will the project take to complete? If you are proposing accessible programs, how are you planning to pay for those programs after this grant is over? (see Ability section, too) Communication How, and to whom, will you get the word out about your improved accessibility? One news release is not enough. Plan to copy VSA Minnesota on these efforts. Evaluation ANSWER THIS: How will you evaluate the project s success? How will you know that people who couldn t attend before will now partake of your organization s arts, or at least be aware of them? What measurable outcomes will you track, evaluate and report? Other Requirements Your project may use two approaches (or variations from them): A) State specific items you wish to buy and the bids you have received, as noted below. Bids. If you are submitting an Accessibility Improvement Grant application to buy something, your group must obtain one or more bids (to help you and the grant review 13

14 panel know that you have adequately researched your options). The bids need not be submitted, but the names of vendors should be included in your narrative, as well as the rationale for selecting the recommended bid. Equipment or capital improvement specifications. If you are purchasing equipment, supplies or services, or making building-related improvements, attach a one-page detailed description of all estimated costs. Training. If requesting funds for a consultant whose skills and experience will help you operate accessibility equipment or services, name the consultant and explain how that individual was selected and will be used. You may attach a bio of up to one page. Lease. If you are requesting funds to install permanent equipment or to make capital improvements to a space or facility you do not own, attach a description of the terms of your lease, addressing such issues as remaining time on your lease, renewal options and the process required to obtain the landlord s approval. OR B) Since deciding how best to make accessibility improvements can be time-consuming, state what you will buy or do and include the process of doing that researching, getting advisors, bids, or whatever you are proposing. Use the same points as above, but if you show estimates instead of actual bids, show the panel the value of this process and project. It s your choice Ability Does your group have a demonstrated ability to carry out this project? The panel will find some answers in your narrative thus far. Use this section to provide additional useful information to demonstrate that this is a well-planned project your group can accomplish. The panel will consider such things as: Who or what was involved in the planning process and decision-making for this project? Did you involve decision-makers and personnel key to the success of this project, as well as people with disabilities (or representing people with disabilities)? Are your staff/volunteers adequately involved and qualified for their roles in this project? Was there or will there be a thoughtful process for selecting a vendor or contractor? Is the project clearly doable given your group s resources, budget, timeframe, recent profitand-loss record, etc.? If training is involved, why is your trainer/consultant the right fit for this project? Does your group have the time to be persistent and do the follow-through necessary to be sure the community learns about and responds to your improvements? If you are requesting funding for a program, what is your plan to sustain the effort after this grant runs out? Is the budget reasonable? 3. Equipment/Capital Improvement Specifications Attach a description (up to one page) of the essential equipment, related supplies and services, or building-related improvements, including estimated costs. (Include ALL the information the panelists need to know.) You may include web links that offer more information. 4. Project Personnel Attach a list of the key people/groups involved in your project, including any outside consultants. Briefly describe their qualifications for the project. Submit no more than one page of information per person/group. 14

15 5. Board of Directors Attach a one-page list of your board members, indicating their profession, organizational affiliation or area of expertise. If an Advisory Council has been involved in proposing or planning ideas for this project, you may include a one-page list of those members as well. (Boards and committees are encouraged to include one or more persons with disabilities.) 6. Project Budget Complete the budget forms on pages Print or type on the forms provided or generate your own form with the same information in the same format (up to one page for Project Budget: Expenses and one page for Project Budget: Income). Include all eligible project costs. If you need additional space, attach one page with more detailed line-item descriptions. NOTE: Check your math and budget figures carefully. Errors may significantly affect your request. 7. Organizational Income-and-Expense Statement Submit a one-page annual income-and-expense statement for your most recently completed fiscal year. (If you have submitted this for a recent LRAC application, simply copy it for the ADA grant panel s use; if not, complete the form on page 20 or generate your own form with the same information in the same format.) In Other Expenses, please specify any notable accessibility-related expenses you may have incurred during the past year. 8. ADA Access Plan If your organization has a board-approved ADA Access Plan in effect at the time of your application, include a copy of this Plan. If you do NOT have a current ADA Access Plan, you MUST submit a board-approved Plan by the time of your final report for this grant (due two months after your grant project is completed). Samples and guidance are available from VSA Minnesota and other sources. Many accessibility tools are available, including an easy-to-use self-survey, Accessibility Planning Guide (originally developed by the Metropolitan Regional Arts Council), which can be downloaded at or contact LRAC to receive a copy: 133 S. Mill St., Fergus Falls, MN 56537; or toll-free in Minnesota ; LRAC4@LRACgrants.org. To discuss this or other access issues, call VSA Minnesota, or , or access@vsamn.org. 9. Certification Signatures You must certify that your board of directors supports this application, that it is accurate, and that the board will carry out the project as described if funding is awarded. Two signatures are required; one signer must be a board officer. Complete the certification form and submit the original with signatures. Additional Inclusions One copy of each of the following materials (10, 11) is required. These materials will not be presented to the review panel. 10. IRS-Tax-Exempt Status Determination Letter Furnish a copy of your group s IRS-tax-exempt status determination letter. OR Furnish a letter of agreement with your fiscal sponsor and a copy of your fiscal sponsor s IRStax-exempt status determination letter (again, UNLESS LRAC already has this). 15

16 11. RAC Data Collection Form The Lake Region Arts Council Grant Data Collection Form on pages 22 and 23 may be completed by hand. Unless marked optional, all information on this form is required. Without it, your application will be incomplete. This information is forwarded by VSA Minnesota to LRAC, which provides the funds for these grants, and is not provided to the review panel. APPLICATION CHECKLIST Use the checklist below to assist you in preparing your application. The checklist does not need to be submitted as part of your application. FORMAT Prepare application materials in the following format: Standard 8.5 x 11 page A text font equivalent to Times 12-point or larger (15 characters per inch). LRAC Data Collection Form may be completed by hand. Margins of ¾-inch or more Black ink/ toner only REQUIRED APPLICATION MATERIALS Your application must include all of the following materials, collated in the following order. Paper clips only no staples please! Submit one copy of the following materials. Cover Page form, page 17 Narrative (may not exceed five pages) One-page Equipment or Capital Improvement Specifications List of Project Personnel/Consultants (up to one page per person/group) Board of Directors list (one page only) Project Budget/Expenses form, page 18 (one page only) Project Budget/Income form, page 19 (one page only) Project Budget explanation, if necessary (one page only) Organizational Income-and-Expense Statement form, page 20 (one page only) ADA Access Plan (optional) AND signed Certification Signatures form, page 21 Copy of letter from IRS documenting your group s tax-exempt status OR letter of agreement with fiscal sponsor AND a copy of fiscal sponsor s tax-exempt letter (format requirements do not apply) RAC Data Collection form, pages Review your project budget carefully. Errors may significantly reduce the amount of your grant request. Please check your math. Applications must be RECEIVED or POSTMARKED by the deadline: DEADLINE (Round 2): Friday, May 2, Application materials ed to access@vsamn.org must be in attachments that VSA Minnesota can open and read: Word, RTF, text, PDF, etc. Keep your own record to prove when it was sent in case VSA Minnesota doesn t receive it. To confirm, call or Applications will NOT be accepted by Fax. Applications received after the deadline are INELIGIBLE and will not be reviewed. 16

17 COVER PAGE 2014 ACCESSIBILITY IMPROVEMENT GRANT from VSA Minnesota / Lake Region Arts Council Amount of Request Project Start Date mo. / day / yr. Total Project Cost Project End Date mo. / day / yr. Applicant Group Address City, State, Zip Phone Fax Website County MN House District (For your State Legislative House District #, visit or call ext. 1.) Project Contact (The contact person should be available to answer questions about this application.) Phone (w) (h) (fax) If your group is not using a fiscal sponsor, leave this section blank: Fiscal Sponsor Address City, State, Zip Contact Person Phone (w) Project Summary: Describe your project in FEWER THAN 75 WORDS. Complete this form or generate your own form with the same information in the same format. 17

18 PROJECT BUDGET EXPENSES ACCESSIBILITY IMPROVEMENT GRANT Applicant Group: Estimated Expenses Amount Explanatory Notes 1. Equipment 2. Capital improvements 3. Supplies 4. Personnel (Include title and rate of pay or equivalent.) 5. Other expenses 6. TOTAL EXPENSES $ Complete this form or generate your own form with the same information in the same format. 18

19 PROJECT BUDGET INCOME ADA ACCESS IMPROVEMENT GRANT Applicant Group: Estimated Income Cash Amount Explanatory Notes 1. Earned Income Subtotal Earned Income $ 2. Grants and Contributions (Indicate secured funds with an *. Place ADA Access Improvement request on Line 6.) a. Individual Contributions b. Foundations and corporations c. Government d. Other (explain) Subtotal Grants and Contributions $ 3. Other Subtotal Other $ 4. In-Kind (for information only; not to be included for cash match budget) Subtotal In-Kind ($ ) 5. Add Subtotals 1, 2, 3 (NOT 4) $ 6. ADA Access Improvement Request $ 7. TOTAL INCOME (Add lines 5 & 6) $ ** Must be equal to Line 6, Total Expenses, on page 18. ** Complete this form or generate your own form with the same information in the same format. 19

20 ORGANIZATIONAL INCOME-AND-EXPENSE STATEMENT Arts groups: provide actual income and expenses for your most recently completed 12-month fiscal year. Non-arts groups: provide only actual income and expenses from arts programming in your most recently completed 12-month year. Applicant Group: Financial statement for the fiscal year beginning ending INCOME EXPENSES Support (contributors) Amount Amount Individual contributions Employee salaries & wages Foundations/corporations Employee benefits & payroll taxes Government grants Independent contractor, consultant & professional fees Other (specify) Supplies Printing and copying Revenue Postage & shipping Earned income Rent, utilities, equipment (List major sources such as admissions, sales and fees) Transportation Other (include access-related costs) Other (specify) TOTAL INCOME $ TOTAL EXPENSES $ Income less expenses $ Please describe the circumstances surrounding a substantial year-end surplus or deficit: If you already have an income-and-expense statement that contains this information on one page, you may submit it in its original form. 20

21 ADA ACCESS PLAN Applicant Group: Our group s ADA Access Plan was approved by our board of directors on (month/year):. A copy of our ADA Access Plan is attached (recommended, but optional). We will be developing an ADA Access Plan and, if our grant is approved, will submit it with our final report. Our ADA Accessibility Coordinator is:. Contact phone & . Our Accessibility information can be found: on our website, in our printed information, at our front desk, or :. CERTIFICATION SIGNATURES We, the undersigned, certify that our board of directors/ advisory committee supports the project as described in this application and that all information in the attached application is true and correct to the best of our knowledge. Further, we resolve to carry out the project as it is described in the attached application if funding is awarded by VSA Minnesota. Two signatures from members of your group are required. One signer must be a board officer or advisory committee member. You must submit original signatures with your application. print name of board officer board officer signature board officer title date signed print name of board member or staff board member or staff signature board member or staff title date signed 21

22 Lake Region Arts Council Grant Data Collection Form TO THE APPLICANT: Please take a moment to fill out the data collection form. This information is compiled for the Minnesota State Arts Board by the 11 Regional Arts Councils and is used to present a statistical picture of arts applicants in the Minnesota. The review panel does not see this form nor use this information to evaluate your application. All applicants must complete this form. If your group is using a fiscal sponsor, please complete the form as it pertains to the applicant group, not the fiscal sponsor. Organization Name: SPECIAL CHARACTERISTICS (Optional): Select one code that best represents 50% or more of your staff or board or membership. American Indian/Alaskan Native Asian Native Hawaiian/Pacific Islander Black/African American Hispanic/Latino White Other (describe) Additional Characteristics (Optional): Also mark these items if they apply. Disability Older Adult (60+ ) Veteran STATUS: Select the one code that best describes the legal status of your group or organization: 02 Organization - Nonprofit 07 Government - County 04 Government - Federal 08 Government - Municipal 05 Government - State 09 Government - Tribal 06 Government - Regional 99 None of the above INSTITUTION: Select the one code that best describes your group or organization: 03 Performing Group 16 Arts Council/Agency 37 Parks & Recreation 05 Performing Group - Community 17 Arts Service Organization 42 Media - Periodical 06 Performing Group - Youth 20 School - Parent/Teacher Assn 43 Media - Daily Newspaper 07 Performance Facility 25 Community Education 44 Media - Weekly Newspaper 08 Museum - Art 27 Library 45 Media - Radio 09 Museum - Other 28 Historical Society/Commission 46 Media - Television 10 Gallery/Exhibition Space 29 Humanities Council/Agency 47 Cultural Series Org. 11 Cinema 32 Community Service Org. 48 School of the Arts 12 Independent Press 33 Correctional Facility 49 Arts Camp/Institute 13 Literary Magazine 34 Health Care Facility 50 Social Service Organization 14 Fair/Festival 35 Religious Organization 99 None of the above 15 Arts Center 36 Seniors Center 22

23 DISCIPLINE: Select one code that best describes your group or organization s primary area of interest in the arts: 01 Dance general 05 Visual Arts general 09 Media Arts - general 01A ballet 05A experimental 09A film 01B ethnic/jazz/folk-inspired 05B graphics (includes 09B audio 01C modern drawing, cartooning, 09C video printmaking, book arts) 09D technology/ 02 Music general 05D painting experimental 02A band 05F sculpture 09E screenwriting 02B chamber 02C choral 06 Design Arts general 10 Literature - general 02D new/experimental/ 06A architecture 10A fiction electronic 06B fashion 10B nonfiction 02E ethnic/folk-inspired 06D industrial 10C playwriting/ 02F jazz 06E interior scriptwriting 02G popular 06F landscape architecture 10D poetry 02H solo/recital 06G urban/metropolitan 02I orchestral 11 Interdisciplinary 07 Crafts general (includes performance art 03 Opera/Musical Theater general 07A clay (includes ceramics) and collaborations) 03A opera 07B fiber (includes basketry) 03B musical theater 07C glass 12 Folklife/Traditional Arts 07D leather 12A dance 04 Theater general 07E metal 12B music 04A theater, in general 07F paper 12C crafts and 04B mime 07G plastic visual arts 04C puppetry 07H wood 12D oral traditions 04D theater for youth 07I mixed media 04E storytelling 13 Humanities 10C playwriting/ 08 Photography scriptwriting (includes holography) 14 Multidisciplinary ORGANIZATION ACTIVITY INFORMATION 15 Non-arts/Non-humanities Adult Audience Benefiting. Record the number of adult audience members, excluding employees or paid performers, expected to benefit directly from your group s activities this year. Do not double-count repeat attendees. Children/Youth Benefiting. Record the number of children and youth under the age of 18 expected to participate in and/or benefit directly from your group s activities this year. Do not double-count repeat attendees. 23