Program Guidelines and Preparatory Application Instructions

Program Guidelines and Preparatory Application Instructions FY09 LOCAL ARTS AGENCY GRANT PROGRAM Program Guidelines PROGRAM DESCRIPTION The Connecticut Commission on Culture & Tourism (CCT) Local Arts Agency (LAA) grant program supports LAAs as regional partners of the Commission. Eligible LAAs (see page 3) are invited to apply for a one-year funded Partnership Agreement to develop their ability to serve constituent needs, strengthen cultural resources in their communities, expand relationships within and beyond the arts, and be an important vehicle for change. State and Local Partnerships Through this partnership program, CCT is developing a network of committed LAA partners in the field who are helping to build a state wide arts infrastructure to more effectively serve Connecticut s citizens. Program funding focuses upon service activities that develop an LAA s coordinating and leadership abilities (see below). LAAs submit a Preparatory Application package, attend a mandatory Partnership Conference and consulting session, and submit a final Partnership Funding Request (see The Partnership Grant Process, page 3). The objectives of the LAA program align with the main goals in the Commission s long range strategic plan: Goal I: SERVICE Support LAAs so that they may provide and/or coordinate services to the state s cultural institutions, artists and the creative work force, and the public Goal II: PROMOTION Support LAAs so that they may promote the arts and Connecticut s cultural life Goal III: NETWORK Support LAAs to link with: a) other LAAs, arts organizations, artists and the creative workforce, b) establish strategic relationships with non-arts organizations and, c) create culture and tourism partnerships. WHAT THE PROGRAM WILL FUND Following are examples of services and activities that would qualify for funding. These examples are provided solely to illustrate eligible services and are by no means a complete list of fundable activities. Goal I: SERVICE Lead cultural planning, asset mapping, or a needs assessment Provide technical assistance, arts management training and other work force development activities such as peer mentorship, assistance referrals, etc. Support, manage or advocate for a public art program Provide needed support services for individual artists Create and manage an artist registry Coordinate with other community resources to provide needed support services Goal II: PROMOTION Coordinate and support local, regional, and state-wide advocacy activities Provide marketing and promotional services Coordinate a regional cultural calendar Provide cultural tourism support services (member discount cards, CCT s Ambassador program, a clash calendar for constituent planning needs, etc.) Develop and maintain a database of regional community assets and cultural attractions

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 2 Goal III: NETWORK Develop/support arts and non-arts partnerships/collaborations with tourism, chambers of commerce, healthcare agencies, senior centers, housing departments, social services, community foundations, schools and universities, municipalities, civic organizations, etc. Convene constituents in discipline- or industry-based round tables Identify regional and industry partners to support important community goals and issues Support regional coordination/cooperation with other Connecticut LAAs to better serve constituents and the public and to build a state wide culture and tourism infrastructure ELIGIBLE EXPENSES The table outlines eligible and inelgible expenses for LAA program grant funds. ELIGIBLE EXPENSES INELIGIBLE EXPENSES Materials and supplies, including printing Related operating costs such as telephone, postage and shipping, marketing, etc. Staff hours (increase existing staff, add new staff, hire first time staff) (Funds may be used to pay for employee salaries only, not employee benefits or bonuses) Outside professional services, including consulting assistance, workshop presenters, expansion or creation of a database or website, etc. Travel costs for staff/volunteers to attend local/regional/national relevant industry conferences, workshops, clinics, etc. Office technologies including hardware, software, professional installation, staff training, etc. (Funding may not be used for capital improvements or non-technology hardware, i.e. desks, chairs, etc., or for electrical contracting, interior modifications or renovation, etc.) Capital costs, facility construction, large equipment purchases Hospitality expenses such as food and beverages Scholarships Interest expenses paid on loans or payments to reduce or eliminate deficits Direct costs related to fundraising events or programs Re-granting FUNDING INFORMATION All LAA program awards must be matched with applicant cash or other contributed income. Matching sources cannot consist of in-kind services or state or federal funds. The table outlines graduated matching brackets determined by the applicant s most recently completed fiscal year. Applicant s last completed FY Annual Operating Expenses Required Minimum Match of CCT grant amount requested by Applicant $0 to $40,000 No less than 25% $40,001 to $100,000 No less than 50% $100,001 to $250,000 No less than 75% $250,001 and over No less than 100% These match percentages represent the minimum dollar amount the applicant must have available to support their Partnership Funding Request.

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 3 ELIGIBILITY Applying local arts agencies must comply with the following: ELIGIBLE APPLICANTS MUST: INELIGIBLE APPLICANTS INCLUDE: Be an arts council, arts commission, etc., functioning as a local arts agency for a minimum of two full years, incorporated in Connecticut as a private, nonprofit corporation with tax exempt status under Section 501(c)(3) of the Internal Revenue Code * * Exceptions may be made for an association, industry cluster, or other consortium without 501(c)(3) status, operating through a fiscal agent and functioning for less than two years as a regional local arts agency Be a town cultural commission, department of cultural affairs, etc., operating as an agency of municipal government for a minimum of two full years and organized via a Municipal Ordinance/Statute * Exceptions may be made for an emerging municipally chartered local arts agency functioning for less than two years Be governed by a board of directors or a formal body that meets regularly to set policy Be developing or expanding LAA service programs and activities, preferably regionally, equivalent to national LAA service programming trends Agencies that are not currently exempt under 501(c)(3) of the Internal Revenue Code or that are not an official agency of a municipal government organized via Municipal Ordinance/Statute. Exceptions may be made for associations, industry clusters, or other consortia Units of government not organized as a local arts agency, such as a Department of Parks & Recreation, Library, etc. Committees or subdivisions of school systems Entities whose primary place of business is not in Connecticut Organizations that have applied in the same funding period to the CCT Organizational Support Program or who have an incomplete final report due for any CCT funded grant program THE PARTNERSHIP GRANT PROCESS The Partnership Grant Process involves: Submission of the Preparatory Application DUE JANUARY 25, 2008 (see page 5) Mandatory attendance at the FEBRUARY 5, 2008 Partnership Conference Mandatory attendance at a Consulting Session (see below for schedule) Submission of the final Partnership Funding Request DUE APRIL 11, 2008 Assembly of a Peer Review Panel by CCT (mid-may) A telephone interview conducted with each applicant by a selected Panelist The Preparatory Application The Preparatory Application package is DUE FRIDAY, JANUARY 25, 2008. Preparatory materials include the following sections: Cover Sheet with contact and Legislative information; LAA Organizational Profile which describes basic information about your organization; Strengths, Weaknesses, Opportunities & Threats analysis; Situational Analysis one page narrative; one page Organization Backgrounder. The Partnership Conference Partnership Conference attendance is mandatory and will be held on FEBRUARY 5, TUESDAY, at a location to-be-announced. CCT will convene eligible, applying LAAs to meet with and hear presentations by CCT Arts, History, Tourism, and Film staff regarding potential partnership affiliations. Select CCT staff will present programs, partnership goals, and meet with applicants. Discussion & networking time will be provided and the

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 4 day will include lunch. LAAs must attend with a minimum of two representatives (staff and/or Board members). The Consulting Session Each applicant will be provided consulting support to prepare their Partnership Funding Request. Consulting Sessions will be scheduled March 10 through March 21, 2008. Two consecutive days will be scheduled the WEEK OF MARCH 10, followed by two consecutive days the WEEK OF MARCH 17. Attendance is mandatory. A consultant with national experience in the LAA field will meet with each agency for up to 90 minutes (timing dependant on total number of applying agencies). Session time slots will be scheduled on a first-come, firstserved basis at several locations to-be-announced. Sessions must be attended by a minimum of 2 and a maximum of 5 LAA organization representatives to include key staff & board leadership (hardship cases must contact the LAA Program Manager to discuss alternative strategies). All organizational topics are open to discussion with the consultant, who will submit a written report of the proceedings to CCT. Consultant reports will be included in the materials provided to the Peer Review Panel. The Partnership Funding Request Final Partnership Funding Requests will be DUE FRIDAY, APRIL 11, 2008. The Request package will include a Partnership Objectives and Workplan Outline (a one-year work plan describing programs and services designed to advance one or more of the LAA program s goals), a projected Expense and Income Budget, and information regarding the applicant s Percentage Match Calculation. Submission materials and guidelines will be provided by CCT after the Partnership Conference. The Peer Review Panel CCT will convene a grant panel during early- to mid-may, 2008. Ideally, panelists will be from outside of Connecticut, represent the LAA field nationally, and include a recognized consultant, an LAA executive staff member, and a state arts agency staff member supporting LAA programming. Panelists will schedule and conduct phone interviews with assigned LAAs. Applicants should schedule several key staff and/or Board members for participation in the interview. Recommended grant awards will be presented to the CCT Board for a final vote prior to the end of June, 2008, and award notifications will made soon thereafter. The Partnership Declaration Each LAA grantee must submit a formal Partnership Declaration in addition to their legal grant contract. A signed Partnership Declaration commits the grantee to attend key LAA program meetings during the grant year, assist with the development of a state wide LAA infrastructure, and help CCT evaluate LAA program activities. REVIEW & EVALUATION Each applicant s Preparatory Application materials, Consulting Session report, Partnership Funding Request, and telephone interview, will be read, studied, and adjudicated by Peer Review Panel members. Applications will be evaluated based upon the following overall review criteria. A. Extent to which proposed activities advance one or more of the LAA program s three goals (Service, Promotion, Network). Will the proposed activities provide constituent services that: a) expand or build upon the LAA s services? b) expand or build upon the LAA s promotional activities? c) allow the LAA to enter into new partnerships or build upon existing partnerships? B. Impact of the proposed activities on the community (local, regional, statewide). Will the proposed activities: a) provide enhanced capability to coordinate, broaden, deepen and diversify local arts and cultural participation? b) advance meaningful connections/associations/collaborations/partnerships across sectors in the community (arts and non-arts)? c) generate a positive economic return through workforce development, job creation, tourism and/or economic development?

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 5 C. Ability to carry out the proposed activities. Is the reviewer confident of: a) the feasibility of the proposal s success based upon the LAA s organizational stage of development, situational dynamics, planning, reliability of matching fund sources, etc.? b) the appropriateness of the projected expense and income estimates? c) the applicant s capacity to implement the projected activities based upon their demonstrated track record and organizational success? Preparatory Application Instructions ELECTRONIC FORMAT READ THIS SECTION! The Preparatory Application package is comprised of the followings sections: Supplied PDF form: Cover Sheet (Grantee, Contact & Legislative information) Organizational Profile (Items 1-11) Strengths, Weaknesses, Opportunities & Threats (SWOT) Signature Your Attachments: Situational Analysis Organization Backgrounder PDF Form: The PDF sections are pre-formatted and will not allow layout or format changes such as type design (bold, italics, etc.) or the creation or repositioning of tables, charts, etc. To help insure that you do not omit required information, the latest version of the Adobe PDF software will allow the form s user to highlight all fields to-be-completed (there s a highlight button at the top right of the Adobe window). If you do not have the required (or most recent) Adobe software, free downloads are available at: http://www.adobe.com/products/acrobat/readstep2.html IMPORTANT: The PDF format will NOT allow you to save a digital copy with your entered data. You will be able to print copies of the completed form for submission and for your office files. To facilitate the process of entering all of your data at one time, it will be helpful to organize your responses in advance on hard copy. Attachments: Two single page attachments are required. Please format attachments as follows: Use a clear and readable font style no smaller than 10 point and set page margins of no less than one inch. IMPORTANT: Please be sure to complete all required information. Applicants submitting incomplete packages will not receive an invitation to mandatory application proceedings and will not continue through the grant application and review process. GRANTEE INFORMATION Organization Name: Use the offical name of your organization. Organization Legal Status: If your local arts agency is not a Private Nonprofit or an office of Municipal Government, please describe how your group is currently organized. For example: 501-c-3 status in process or industry cluster within regional chamber, etc. Please use only the space alotted.

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 6 ORGANIZATIONAL PROFILE Total Board members/number of Officers (Item 3): List the total number of board members or other governing representatives that meet regularly to support your organization and additionally provide the number of officers within the governing body. Summarize the Town or Towns/Region Served (Item 5): Name the specific town or towns that comprise your region. Describe the towns using population(s), demographic information, geography, etc. Be concise. Total staff (Item 6): Arrive at a Full Time Equivalent (FTE) number as follows: Add all paid staff hours worked in a one week period and divide by 40 (the number of hours in a full time work week) to arrive at the full time equivalent number (this can be a whole number or a fraction). Example: Employee One Employee Two 24 Employee Three 30 Employee Four 30 Total Hours 40 hours per week 124 40 = 3.1 FTE (Full time equivalent workers on staff) Describe staffing structure (Item 7): List separate, PAID staff positions by Title. Briefly outline the job duties assigned to each position (for example: marketing; development; etc.) and list the number of hours per week allocated to that position. If your organization has more than ten paid employees (ten rows are provided), list key organization positions first and use the bottom line(s) to summarize remaining positions as possible. IMPORTANT: For organizations with few or no staff, you may choose to describe the work of PAID and UNPAID staff/volunteers. For unpaid positions, use Volunteer as the Position Title. Budget History Summary (Item 9): A decimal tab is provided which will format budget figures. The form will automatically add Earned & Contributed Income to arrive at Total Income. You must add Total Income to Operating Expenses to arrive at the Net Income/Loss at the bottom of each column. IMPORTANT: Use actual (audited or corrected) figures for completed fiscal years (FY 2006 and FY 2007). Enter your organization s current approved budget for FY2008. Enter income and expenses as forecast for FY 2009. Strategic Plan (Item 10): Answer Yes if your organization has a formal plan document that was collectively conceived by staff, Board, volunteers, and/or other participants. Answer In Process if your organization is currently conducting, or is preparing to conduct, a collective strategic plan process that will result in a formal plan document before June 30, 2009. STRENGTHS, WEAKNESSES, OPPORTUNITIES & THREATS The SWOT Table on Page 3 of the Preparatory Application is pre-formatted. IMPORTANT: The PDF form will allow you to cut and paste bulleted text into the SWOT chart (rich text from another document). Once pasted into the chart, however, copy editing will be limited. If you prefer to simply type your copy directly into the four boxes (Strengths; Weaknesses; Opportunities; Threats), please type each entry on a separate line (as if it is bulleted).

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 7 The SWOT analysis represents: Strengths: Weaknesses: Opportunities: Threats: catalog the internal attributes of your organization that will help to achieve the agency s goals and objectives as an LAA. catalog the internal attributes of your organization that may be detrimental to achieving the agency s goals and objectives as an LAA. catalog the external conditions that will be helpful to achieving the agency s goals and objectives as an LAA. catalog the external conditions that may be detrimental to achieving the agency s goals and objectives as an LAA. The SWOT analysis process produces the greatest value when a number of key staff and/or Board members participate in the process of identifying strengths, weaknesses, opportunities and threats facing the organization. The diversity of perspectives conveyed in a collective process will improve your SWOT analysis and support preparation of the required one page Situational Analysis (see page 8). Your SWOT analysis may be more effective if focused upon a clearly identified objective(s). Begin your SWOT by generating specific strategies toward advancing the mission of your LAA. Concentrate upon identifiable objectives that can be realistically attained within the funding period of the LAA grant program (July 1, 2008 through June 30, 2009). It may be helpful to reflect on the following questions: How can we use and/or emphasize each Strength? How can we minimize each Weakness? How can we exploit current Opportunities? How can we defend against identified Threats? Internal & External Factors: 'Strengths' and 'Weaknesses' are internal to your organization. 'Opportunities' and 'Threats' are presented by the external environment. Internal factors may be perceived as strengths or weaknesses depending upon how they a specific objective(s). One factor may represent a strength with respect to one objective and be a weakness as regards a different objective. External factors may include macroeconomic matters, technological change, legislation, and socio-cultural changes, as well as changes in the marketplace or competitive position. Use the list below to help begin your SWOT analysis. Strengths and Weaknesses Resources: financial, intellectual, location Strong relationships with key stakeholders Customer service Organizational structure Stage of organizational development Quality of programming Key staff & volunteers Management Marketing reach Price & competitive advantages Costs of business Capacity to achieve stated goals Culture, attitude of the organization Philosophy & values Operational efficiency Experience, knowledge, data Innovative aspects Accreditations, qualifications Processes, systems, IT Reputation Cash flow Continuity Reliability Opportunities and Threats Political/Legal/Regulatory environments Economic conditions Expectations of stakeholders Technology development Public expectations Competitors and competitive actions Market developments Industry trends Partners & collaborators Social changes Customers & constituents Global influences New markets, niche markets Program/product development Information & research Market demand Vital contracts Obstacles faced Internal capacities Insurmountable weaknesses Loss of key staff Sustainable finances Seasonalities

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 8 SITUATIONAL ANALYSIS The Situational Analysis is limited to one page. When creating your attachment, please maintain the format requirements listed on page 5 of these Guidelines. Clarify and simplify your narrative. Use bulleted information or charts where appropriate. Your analysis will benefit from the information and knowledge gained by examining your organization s Strengths, Weaknesses, Opportunities & Threats. The Situational Analysis is an intrinsic part of the strategic planning process. As local arts agencies exist within complex and changing environments, it is critical to understand the organization s situation in order to design the best response(s), set program priorities, and assure meaningful decision making with respect to limited resources. The more you know about your organization s situation, the more solid the foundation of your community relationships. An accurate Situational Analysis is essential to understanding the organization s and the community s needs. In order to maintain objectivity and broaden participation in the Situational Analysis, you may wish to consider opportunities to involve key stakeholders in the process of creating this document. Some of the factors to be considered when conducting a Situational Analysis include: community/regional demographics changing population dynamics economic structures of the community/region topographical/geographical characteristics of the community/region available support systems community/regional cultural characteristics, education levels, living standards, income levels other distinguishing features of the community/region (attitudes, motivations, etc.) your organization s current programs/services (core Vs secondary/supporting) community/regional services available competitive situation/advantages community/regional/statewide/national trends your organization s needs and assets diagnosis of current/approaching problems and challenges examination of relevant research consequences of organizational capacity on past and present goals and objectives What are the major factors that shape your organization s current circumstances? In your narrative, attempt to provide details regarding the opportunities, challenges, and needs that are most relevant to the achievement of your organization s and the Commission s LAA program goals. You may choose to describe your organization s top management challenges, organizational capacity matters, evaluations of existing programming, strategic planning considerations, concerns regarding constituent changes or major stakeholders, and so forth. Current circumstances should be defined as the situation prevalent at the time of preparing your application, with an emphasis on conditions that are most likely to influence actions and strategies during the time period of this grant (July 1, 2008 through June 30, 2009). ORGANIZATION BACKGROUNDER The Organization Backgrounder is limited to one page. When creating your attachment, please maintain the format requirements listed on page 5 of these Guidelines. What is an Organization Backgrounder? A Backgrounder is a document that explains the history of your agency and its services, programs, and products. The Backgrounder for this application is intended to help the grant review team and others involved in the partnership process to better know the history and accomplishments of your organization. Backgrounders are generally written for the media. Some of the factors to be considered when preparing the Backgrounder include: organization name, location, date started, why started the main activities/mission of your organization explanation of your services/programs/products

Connecticut Commission on Culture and Tourism FY09 LAA Program Preparatory Application Guidelines, Page 9 description of your constituents/customers/market niche prove expertise & competency, information about key personnel description of your organization s financial situation pertinent industry information any firsts your organization has achieved the future of your organization In your narrative, convey main points in a professional and straightforward manner. Focus on clear information and benefits, not the hype of a sales piece. You may wish to support claims through third party endorsement, concrete examples, experts or other resources. SIGNATURE Your original Application must supply an original signature (not a signature copy) at bottom of the form (see Assembly, below). The application must be signed by an authorized official, e.g. executive director, board president, or other program official. IMPORTANT: Please enter the signature DATE as the written month, day, and year. ASSEMBLY Submit one (1) original and two (2) copies of the Preparatory Application package. Please place a post-it note marked ORIGINAL on the application containing the original signature. Total of THREE complete packages, each assembled in the following order: Cover Sheet (Application Page 1 - Grantee, Contact & Legislative information) Organizational Profile (Application Pages 2/3 - Items 1-11) & SWOT (Application Page 3) Situational Analysis (your attachment) Organization Backgrounder (your attachment) Signature (Application Page 4) SUBMISSION Applications must be received (not postmarked) at the Commission s offices BY 5:00 PM ON MONDAY, JANUARY 25, 2008 Facsimile or electronic applications will not be accepted. Send Preparatory Application packages to: John Cusano, LAA Program Manager Connecticut Commission on Culture and Tourism One Constitution Plaza Second Floor Hartford, CT 06103 Questions and Discussion, contact: John Cusano (860) 256-2723 john.cusano@ct.gov