Creative Investment Program for Not-for-Profit Organizations Fiscal Year 2016 October 1, 2015 - September 30, 2016 Purpose: To fund small but complete cultural projects taking place in Broward County for which an applicant has not received funding through any other Broward Cultural Division incentive program. The project must be an exhibition, performance, or other arts activity. Creative Cultural Projects
Creative Investment Program (CIP) for Not-for-Profit Organizations FY 2016 Guidelines Purpose: To fund small but complete cultural projects taking place in Broward County for which an applicant has not received funding through any other Broward Cultural Division incentive program. The project must be an exhibition, performance, or other arts activity. Application Deadlines: October 1 February 10 June 1 Please be sure to review the specific project implementation table below Application Deadline Funding Approved Project Implemented CIP I Oct Nov December 1 September 30 CIP II Feb March May 1 September 30 CIP III June July October 1 - September 30 About Application Deadline: * All applications must be submitted online on, or before the deadline (no later than 11:59PM). * Late applications cannot be accepted without specific action by the Board of County Commissioners. Applications filed online: Any application filed online must be filed by 11:59 pm of the deadline listed as described. If such deadline falls on a Saturday or Sunday, the deadline shall automatically become 11:59 pm of the following Monday. If the deadline falls on a Broward County, State of Florida, or national (federal) holiday, the program deadline will become 11:59 pm of the following business day. 2
Eligibility Any eligible non-profit organization meeting the General Eligibility Requirements and: (a) Whose primary mission is cultural. (b) Which is registered as a not-for-profit corporation with the Florida Secretary of State. (c) Whose office address, as recorded in the Secretary of State's office, is in Broward County. (d) Has a governing board, at least fifty percent (50%) of whom reside in Broward County, which meets regularly and operates under a set of bylaws. (e) Has annual revenues of $100,000 or less and has received no other cultural arts and culture incentive award in excess of $5,000 during the same County fiscal year as the proposed project. (f) An organization must have operated in its discipline(s) in Broward County for a minimum of one uninterrupted year following the date of incorporation. (g) An organization must have provided services in Broward County for a minimum of six (6) months following the date of incorporation (h) An organization must submit a budget for the past year which demonstrates revenue in excess of the amount of the award requested. NOTE: All applicants must submit the required Request for Determination of Eligibility Form and support materials prior to submitting an application. Staff will review eligibility forms to ensure that eligibility requirements are met at the time of application. Creative Investment Program 3 Creative Cultural Projects
Funding Restrictions Funds MAY NOT be used for: a) Projects at colleges or universities that have no community involvement, or where the activity (project) is designed for only college or university students to receive academic credit. b) Purchase of permanent equipment. c) Expenses incurred or obligated prior to or after the funding period d) Capital construction or real property e) Interest or reductions or deficits or loans, fines, penalties or cost of litigation f) Prize money, scholarships, awards, plaques, certificates or contributions g) Benefits and projects planned primarily for fundraising purposes h) Entertainment and promotions including related expenses such as receptions, food, beverages, flowers and T-shirts i) Projects/organizations whose primary purpose is not secular and programs where the primary effect of funding would be to support a religion. j) Admissions to cultural programs, exhibits or performances k) Travel l) Projects restricted to private participation, including those programs which would restrict public access on the basis of race, sex or sexual orientation, creed, national origin, age, disability, or habitat m) Matching funds from another Council funding program n) Telemarketing o) Any other expenditure not authorized by Section I-90 Broward County Code of Ordinances Creative Investment Program 4 Creative Cultural Projects
Review & Scoring Process Staff Review Staff reviews the application for its completeness and compliance with all program policies, guidelines, and requirements. Incomplete applications will not be forwarded to the panel for consideration. Official documents such as corporate status, bylaws, board roster are checked and verified for accuracy. Peer Panelist Review Appointed by the Broward Cultural Council, Peer Panelists consider the applications and rate them. Any panelist having a Conflict of Interest (as defined by Chapter 112, Part III, Code of Ethics, Florida Statutes) with an applicant is prohibited from participating in the evaluation that artist/organization s application. Panel Review Meetings are public Applicants are encouraged to attend and be prepared, if asked, to respond to questions panelists may have about their applications. Applicants may not serve as panelists. Scoring Peer Panelists score applications based upon review criteria as listed in the program guidelines. Individual panelist s scores deviating by 20 points above or below the Panel s average score for a specific application will be discarded and the score re-averaged. An applicant must receive a minimum score of 75 points to be considered for an award. Suggested funding recommendations are based upon the applicant s score and funds available. Funding Approval Applications that are recommended by the Panel are forwarded to the Broward Cultural Council for consideration. After the Council has confirmed and /or altered the recommendations, they are sent to the Board of the County Commissioners for approval. Request/Award Size On a funds available basis, a Not for Profit Organizations may only be awarded funding for one (1) project per fiscal year, and the total amount shall not exceed $5,000. Applicants recommended for funding will receive no less than the minimum award and no more than the maximum award as set forth in the Broward Cultural Council s incentive program procedures, as may be amended from time to time by the Council. Funding will support reimbursable project expenses (up to $5,000) associated with small projects for which an applicant organization has not received support through another County Cultural Incentive Program. Creative Investment Program 5 Creative Cultural Projects
Review Criteria The Council review panel scores each applicant on the following criteria: Cultural Merit (1) Cultural significance, originality and creativity of the project concept. (2) Clarity of objectives and projected outcomes. (3) Evidence that the program(s) is important to the constituency that it has identified in the application. (4) Contribution to the cultural development of Broward County, or, if a new organization or an individual, the potential contribution. (5) The qualifications of professional artistic personnel involved in the project and their commitment to the project. Need for Project Assistance (1) Budgetary evidence showing that financial assistance is necessary to the presentation of the project and that the applicant has attempted to secure funding, or in-kind contributions, from non-county government sources in an amount equal to the proposal's request. (2) Evidence that the project will have some earned revenues and/or contributed revenues. (3) Evidence that the project/program will impact the identified residents, citizens, and communities, and connect to new constituencies in a public venue. Non-Profit Organization and Individual Artist Merit (1) Proven record or demonstration of ability to effectively implement projects. (2) Prior programs/projects presented in the community and evaluated by Council, or, if there is no evaluation, the organization's or individual's potential for presenting the proposed project. (3) Commitment from artistic personnel involved in the project, if applicable. Creative Investment Program 6 Creative Cultural Projects
(4) Qualifications of key staff and volunteers, if applicable. (5) Demonstration of a broad base of support among board and community volunteers if the applicant is a non-profit organization. (6) Evidence of collaborations or formal alliances with local cultural organizations, or community organizations non-profit applicant, such collaborations must be with board approval.) (7) Evidence of collaboration efforts with other cultural and community organizations. Evidence of board involvement in sound financial management, planning, effective governance, fund raising, and policy development (if a non-profit applicant). Appeals Process Applicants have two opportunities (oral and written) to appeal he review panel s recommendation regarding their applications. Each applicant must substantiate at least one of the following reasons for any appeal: The Review Panel failed to follow published procedures for applications and review. The Review Panel acted in an unfair manner, or The Review Panel s decision was based in insufficient information through no fault of the applicant. Oral Appeals at the Panel Review Meeting Oral Appeals at the Panel Review Meeting After all applications have been scored by the panel, the Chair announces a break while scores are computed and ranked. If an applicant received a score of less than 75, Chair inquires whether the applicant wants to present an oral appeal based on any of the three reasons for appeals. Speaking time is limited to three minutes per organization. The representative of the organization making the appeal must state on which of the three reasons the appeal is based. Creative Investment Program 7 Creative Cultural Projects
Upon conclusion of the oral appeal(s), Chair asks if any panelist wants to alter a score for the applicant(s) making an oral appeal. Panelists must state the name of the applicant and a revised score at this time. Revised scores for the appealing applicant are re-averaged and all scores are ranked. Panel makes funding motions and votes on them. Written Appeals Written appeals are to be addressed to the Chair, Broward County Cultural Division, 100 S. Andrews Avenue, Fort Lauderdale, FL 33301-1829 and submitted within 14 days of the date of the review panel meeting. Written appeals must state the reason for the appeal. Staff will prepare a fact sheet concerning the application and scoring by the panel. The appeals are then forwarded to the Council for consideration in an appeals workshop. The appeals workshop occurs at the next Council meeting. At the Appeals Workshop The Chair opens public workshop. Chair calls upon organization(s) that submitted a written appeal. (Speaking time is limited to three (3) minutes per organization). Chair calls upon Chair of the Review Panel to address the Council concerning the appeal(s). The Appeals Workshop is adjourned. Council Meeting Convened Council may discuss the appeal(s), may vote to alter the funding recommendations, or may vote on a motion concerning the funding recommendations on the consent agenda. If the motion on the consent agenda is passed, the Chair explains the ramifications to the appealing applicant(s). Creative Investment Program 8 Creative Cultural Projects
Application Advice A late or incomplete application will not be eligible for funding. Applications with deficiencies will receive a lower score. An incomplete application may be rejected at the Staff level and not recommended to the Panel for consideration. At the conclusion of the project, the awardee is required to submit a completed Invoice & Exhibit B Project Report Form, which includes narrative on the funded activities and expenditures and copies of all paid receipts. Funds will be available on a non-matching basis for the use of the award recipient to support a project, however, evidence of additional non-county funds to support the proposed project will make a stronger application. Applicant demonstrates the ability to create a strong artistic project and the ability to deliver the project at a public venue. Administration and Managing The Award Awardees will be first notified in writing by the Cultural Division. Revisions and Defining Units of Service - Before an Agreement can be issued, awardees are asked to provide updated information regarding changes in the project/program that have been made since the date of the original application. At that time the awardee also will be asked to help define the units of service that serve as the basis on which the funding will be reimbursed (specified in an Exhibit A of the agreement). Agreements and Workshop - After submitting revisions, and the units of service are defined, awardees are sent an agreement for services which will have to be executed in a timely manner. A workshop is offered, as well as a detailed administration manual to assist in managing the agreement. 8 Change Requests Awardees must keep the Contract Administrator informed about any changes in the project or program that effect the provisions found in Exhibit A of the agreement. All changes must be submitted on a Change Request form prior to their implementation. Creative Investment Program 9 Creative Cultural Projects
Invoices and Project Evaluation Reporting Awardees are required to keep accurate records and receipts of funded activity and document such on invoices and final project report (Exhibit B) to the County. Payment of all awards is on a reimbursement basis, contingent upon successful completion of the project or program and meeting the requirements of the agreement. Funds will be disbursed by the County only after the agreement has been signed and certified by all parties. The County will pay the awardee for services actually rendered and correctly invoiced as specified in Exhibit A of the agreement. Insurance Requirements - If insurance is required by the County s Risk Management Division, Contractor shall furnish a Certificate of Insurance or endorsements evidencing the insurance coverage specified by the contract agreement and such Certificate of Insurance shall be attached and incorporated as part of the agreement. Such required Certificate shall be provided prior to Contractor beginning performance of work under the agreement. The Certificate must name the Broward County as an additional insured. The County requires a 30 day written notice of cancellation. Please enclose one copy of the organization s up-todate Certificate of Insurance with your signed agreements when you return them to the Cultural Division. Failure to provide an up-to-date, or renewed Certificate could delay the execution of the agreement until insurance requirements are met. The Correct Use of County Logos and Attribution in Printed Materials- Awardees must adhere to all provisions of the agreement giving appropriate attribution to the Broward County Board of County Commissioners, and other participating funders (e.g., The Tourist Development Council). Failure to use the correct attribution to the County in printed publication/ publicity materials could be detrimental to future funding. For LOGOS: http://www.broward.org/arts/funding/pages/logos.aspx Extensions/Waivers - If a awardee is unable file financial statements and project evaluation reports on time, then the awardee will have to request either an extension and /or waiver of the deadline for submission. Creative Investment Program 10 Creative Cultural Projects
NPO Application Outline: Organization Information (Page 2) Legal Name of the Organization - Enter the legal name of the applicant organization as registered with Florida Secretary of State. Mission Statement - Express the mission statement of the organization. Primary Contact Person List first name, last name, title, e-mail address of the person with in-depth knowledge of the organization and its application to be contacted in the event that there is a question concerning the application. If the project is funded, this person will be listed as the official contact in the contract agreement and the person to whom the incentive related correspondence should be sent. If there is a change in contact person, applicant should contact the Division immediately in writing providing the new name, title address, phone number and extension, if applicable. Federal Identification Number- Provide the organization s federal employer identification number (FEIN) as established by the IRS. Date Incorporated List the month, day, and year in which the organization was incorporated (as shown on the organization s charter as filed with the Secretary of State). Month & Day Fiscal Year Ends List the month and day the organization s fiscal year begins and the month and day the fiscal year ends. Number of performances, exhibits, or events in Broward County provided by the organization during the previous fiscal year. Number of paid subscribers/members during the fiscal year Total attendance (List the attendance from the past year) Creative Investment Program 11 Creative Cultural Projects
D&B DUNS Number: All artists and arts organizations are encouraged to obtain their own free Dun & Bradstreet number- or if you already have a D&B number, to ensure that they are accurately coded as an arts organization or artist, To find your DUNS number please go to: http://smallbusiness.dnb.com If you do not have a DUNS number, you can obtain one for free by calling 1-800-333-0505 or registering online at: https://eupdate.dnb.com/requestoptions.html Project Description (Page 3) Project Title Please list the title of your project. Project Description - Provide a brief summary of the project for which you are requesting support. Enter the amount of the award requested and the date the project begins and ends. Select the project funding cycle that your proposed project will take place. Request Amount Please list the amount of your request, (up to $5,000). Artistic Discipline Please select your organization s primary artistic discipline(s) up to (3) three. Project Narrative (Page 4) Project Narrative Description Provide a concise overview of the organization s project that will be funded by the CIP funds (List all performances, exhibits and events with location and date(s). When completed, the reader should be presented with an overview of the primary activity (ies) for which you are seeking funding. In the narrative, be sure to mention those things that make your organization distinct from others with similar purpose in Broward County. Creative Investment Program 12 Creative Cultural Projects
REMINDER: This must be a complete project; pre-production activities do not qualify as a project. Provide programming information including program, location, and date. Financial Information/Project Budget Description (Page 5) Income: 1. Total Income Recently Completed Fiscal Year Amount 2. Total Income Current Fiscal Year Amount 3. Total Income Next Fiscal Year Amount Expenses: 4. Total Expense Recently Completed Fiscal Year Amount 5. Total Expense Current Fiscal Year Amount 6. Total Expense Next Fiscal Year Amount 7. Financial Information: A.) Indicate if any extraordinary or special fiscal circumstances exist for your organization at this time. Include any significant change on annual operations (growth or decline), and reasons for any deficits and the plan to resolve them. If there are no special financial circumstances in your organization at this time check no. Do not leave question blank. B.) Indicate your organization s level of commitment to this project with or without the Creative Investment Program support. If available funds and/or quality of your application result in an award smaller than your request, clearly indicate the impact on your budget. Creative Investment Program 13 Creative Cultural Projects
8. Project budget description Provide a budget narrative of this proposed project detailing specifically how the incentive funds would be spent, identifying expenditures and revenues by line item for the entire budget. Example: Line item on EXCEL Spreadsheet Personnel (Artistic)---MGP Funds --- $1,000 Budget narrative should read Personnel Artistic XYZ Dance Theatre Company will need to hire artistic personnel not currently on staff to realize the vision for this project. Creative Investment Program support will be utilized as follows: 2 dancers (2 hours) @ 100.00/hr = $400 2 drummers (2 hours) @ 100.00/hr = $400 1 director/choreographer (2 hours) @ 100.00/hr = $200 Review Criteria (Page 6) Review Criteria this is the basis on which the review panel scores and evaluates an application. State how the proposed project complies with the specific review criteria listed in the guidelines for the Creative Investment Program. List each criterion (Cultural Merit, Need for Project Assistance, Organization Merit) and show how the project meets it. Relate your application and your programs to the Review Criteria listed in the Council Program Guidelines. How does the proposed project comply with the Review Criteria listed in the Creative Investment Program guidelines? (Address each criterion under Cultural Merit, Need for Project Assistance and Organization Merit.) Commissioner Districts Served (Page 7) Commissioner districts served Please place a mark (x) in the appropriate box(es) indicating the Commissioner districts that will be served by your funded projects/programs next year. To locate the correct Commissioner district, refer to: http://gis.broward.org/website/commdist/search.htm and type in the street address and zip code of the program s venue, or location. If your project /programs will occur at multiple venues, please indicate all applicable districts. Creative Investment Program 14 Creative Cultural Projects
Demographic Information (Page 8) Demographic Profile Answer questions A and B by describing the demographic composition of the organization's staff, board, and volunteers. Enter the "number" (not percentage) of members in each category are minorities, senior citizens, and persons with disabilities. Funding & Base of Support (Page9) Describe what attempts the organization has made to secure funding from sources other than Broward County. Describe the broad base of support among the board and community volunteers. Indicate how many volunteers work with the organization (include job responsibilities and hours contributed). ADA Compliance (Page 10) Americans with Disabilities Act Answer questions concerning ADA compliance. Certification (Page 11) Certification The applicant must certify that the data in this application and its various sections, including budget data, are true and correct and that the filing of this application for funding by the Creative Investment Program has been duly authorized. Creative Investment Program 15 Creative Cultural Projects
Attachments (Page 12) Please note, you are required to provide a document for each attachment. The online application system will prevent you from submitting your application if you do not submit a document for each attachment. If an attachment consists of multiple pages, please create one document do not upload each page separately. If you are marking an attachment N/A (not applicable), please upload a word document explaining why the attachment is not applicable. If you have questions about this section please contact the Staff at 954-357-7530. Attachments must be uploaded to the website as indicated in the online tutorial guide. The maximum size for all attachments combines is 25 MB. Please note that files with certain extensions such as "exe", "com", "vbs", or "bat") cannot be uploaded. Attachment 1a.- Financial Information Operating Budget- (Cash Revenues, Expenses, Volunteer and In-Kind) Created in an Excel file format which you can download from the Broward Cultural Division Web-site: Funding-> Find the incentive program that is right for you -> Creative Investment Program > http://www.broward.org/arts/funding/programs/pages/cipgrant.aspx Attachment 1b. - Project Budget (Cash Revenues, Expenses, Volunteer and In-Kind) (Created in an Excel file format). Select Forms and Guidelines to download the blank Excel forms to your computer and complete and upload. Note three pages: Sheet 1- Income; Sheet 2- Expenses; Sheet 3 - Volunteer In-Kind. Attachment 2 - Copies of names, qualifications and support material of creative artists involved in the proposed project. Attachment 3 - Letters of commitment from co-sponsors for the proposed project (if applicable). Creative Investment Program 16 Creative Cultural Projects
Attachment 4 - If the organization is providing funds for project expenses, provide letters of commitment to substantiate matching funds from individuals, corporations, governments, etc. (if applicable). If the applicant is providing funds through cash revenues, a letter must be written to this effect and signed by the President of the organization. If no organization funds are to be provided, upload a Word Document simply stating this attachment is N/A. Attachment 5 - List of exhibits, programs, events or performances presented in the last 12 months (include dates and locations). Attachment 6 - Summary resumes of key program and artistic personnel involved in the organization's cultural programming. Attachment 7 - Letters of commitment from co-sponsors for the proposed project (if applicable). Attachment 8 - Provide an organizational history, which includes a founding date. Provide goals and objectives for the year the project would be in effect and four years beyond. Provide a date as to when the goals and objectives were adopted and a timetable for their implementation. Indicate how the effectiveness will be evaluated. Attachment 9 - A list of current officers and board members showing terms, residential addresses. Attachment 10 - Copies of correspondence and replies from non-county government funding sources. Creative Investment Program 17 Creative Cultural Projects
Application Tips 1. Plan Ahead - Applicants are urged to plan ahead and begin preparation of their applications well in advance of the due date for submission. 2. Before starting the writing process, applicants should read the guidelines and instructions carefully and follow them. Failure to follow instructions could result in disqualification of an application. 3. Schedule a meeting with a member of the Division Staff. If you are considering your first application to the Creative Investment Program, you will need to schedule at least two meetings with staff: one to discuss your organization s eligibility and preparedness for applying to the incentive program; and, one to review your draft application. If you are submitting a second or subsequent application to the Creative Investment Program, you will need to schedule at least one meeting/discussion to review your progress and to review your draft application. 4. Check and double check - Applications should be checked carefully to assure that all sections of the application form are completed. NOTE: The Cultural Division is not permitted to allow applicants to make corrections/additions of other documents once the deadline for submission has passed. Guidelines require that an application be complete and meet all applicable eligibility requirements at the program deadline for submission of applications. NOTE: The application is password protected, a separate password will be provided to eligible organizations, via a separate e-mail, by the Cultural Division. Only eligible organizations for the Creative Investment Program will be directly sent a password to access the application template. Creative Investment Program 18 Creative Cultural Projects