GRANT APPLICATION GUIDELINES For Greater Hampton Roads Fine Arts and Humanities Chesapeake Fine Arts Commission Hampton Arts Commission Newport News Arts Commission Norfolk Commission on the Arts and Humanities Portsmouth Museum & Fine Arts Commission Suffolk Fine Arts Commission Virginia Beach Arts and Humanities Commission FY16 Applications due February 2, 2015 by 5 p.m. Williamsburg Area Arts Commission York County Arts Commission Provide all information requested below in the order listed and deliver it to the appropriate Commission office at the date and time specified by the Commission to which you are applying. The Commission will not accept faxed or emailed applications; original signatures are required. Please type answers to all of the following sections using a typeface of 12 points. Use no more than SIX (6) 8 ½ x 11 pages (excluding supporting documentation) typed on one side. Please make sure FY16 Grant Application for Project Support is at the top of the page and each page is numbered at the bottom. For more information contact the Commission Office to which you are applying. FY16 Grant Application for Project Support 1. Applicant Organization s Name, Address, Zip Code, Telephone, Fax, E-mail, Website: 2. Federal employer ID number: 3. Name, title, telephone number, e-mail of contact person for more information about this application: 4. Organization or Project Director (if different from contact person). 5. Amount requested from this Commission: $ What is your total operational budget? $ What is your project budget? $ Amount requested is what percentage of estimated project budget? (If applying for a project grant, indicate the amount requested as a percentage of the estimated operational budget.) 6. Title and brief summary of project. Title should specify the nature of the activity for which funding is requested. In 2-3 sentences, briefly summarize the proposed project. 7. Start and end dates. THIS APPLICATION IS FOR PROJECTS TAKING PLACE BETWEEN JULY 1, 2015 AND JUNE 30, 2016 ONLY. 8. Statement of organization s mission. 1
a. When was your organization founded? b. When was your organization incorporated? Please respond to items 9-11 if you are applying for a Project Grant: 9. Description of the project (no more than ¾ of a page). Include specific information on the nature of the activity, sites, artists involved, the way you developed plans for the project, and the involvement or collaboration of other local arts and humanities organizations or any other partners on this project. Why is there a need for this project? Is this a new project, one-time only, or expansion of a project already in existence? If offering free activities, explain why these activities are offered free. (Please format description so that it is easy-to-read, for example: line spacing between sections, strategic use of bullets, bold, underlining, or headings.) 10. a. Anticipated audience/number of participants show estimates for each performance and totals: Project/Performance Paid Audience Unpaid Audience Paid Artists Unpaid Artists Total b. Anticipated audience for the project. Who is the primary audience for this project (artists, general public, children, racial/ethnic groups, special constituencies, etc.)? How does the proposed project serve the needs of the community/audience targeted? 2
c. If organization received FY14 and/or FY15 grant funding from the Virginia Beach Arts and Humanities Commission, please report the following figures: 1) FY14 Grant Amount: 2) FY15 Grant Amount: 3) FY14 Number of Actual Virginia Beach Programs: 4) FY14 Actual Attendance for Virginia Beach Programs: 11. What are the specific goals of this project and their relationship to your organization s mission or purpose? 12. How will you modify your plans if you receive partial or no funding rather than full funding? What other funding will you use? Describe your fund-raising efforts. 13. Describe the financial role and responsibility of Board members. What percentage of your Board financially supports the organization? 14. Marketing and Outreach: Describe your marketing and outreach efforts, including both advertising and publicity efforts. Describe your organization s efforts to ensure participation from all segments of the community and to serve various populations (i.e., ethnic/racial groups, disabled, senior citizens). 15. Evaluation: Describe how the effectiveness and impact of the project/programs will be evaluated and measured. Describe how they achieve the stated goals as detailed in Question 11. 16. Do you envision growing this project in the future? If so, in what way? 17. How many people are currently employed and/or volunteering their efforts to your organization? Estimate the number of volunteer hours. 18. Does your organization have a strategic plan (a multi-year organizational plan that shows organizational goals and the plan to achieve them)? If yes, please attach one copy to original application. If not, please describe plans to develop one. 19. Does your organization have an operating endowment fund? If so, please describe. If not, please explain why not. 20. Other specific requirements of the Virginia Beach Arts and Humanities Commission (see page 4). 3
Virginia Beach Arts and Humanities Commission Project Grant Application Supplemental Question 21. Project Data Name of Performance/ Exhibit/Other Dates of Activities Fees Charged to Public (include ticket price range if needed) Estimated Avg. Attendance Venue/Location Total Seating Capacity of Theatre (performances only) % of Theatre Capacity Utilized (performances only) Grant Amount Requested Anticipated Audience Total Attendance for Project 4
PROJECT BUDGET (SHORT FORM) List the estimated costs and revenues of the project. The project budget must balance. Do not include general operating costs. Include only those expenses which are directly related to the project and which will be incurred only if the project occurs. The proposed budget must be appropriate to the tasks proposed and sufficiently detailed so that reviewers can easily understand the relationship of items in the budget to the project narrative. If your application requests funding for more than one type of project, please include a budget for the entire grant request and also a separate budget for each project. If additional space is needed, you may attach an additional sheet to the application detailing the project budget. This attachment will not count against the number of attachments allowed. Estimated Expenses Description Personnel - Administrative* Personnel - Artistic Personnel - Technical/Production/ Stagehands Outside Artistic Fees & Services (i.e. guest artists, etc.) Technical/Production Expenses Facility Rental Fees Only Travel Marketing Admission Taxes Printing/Postage Other (itemize) Estimated Revenues Description Grant Amount Requested Admissions Private Contributions Board Contributions Corporate Sponsorships Government - Federal Government - State Government - Local Other Grants In-Kind Contributions Other (itemize) TOTAL TOTAL NET PROFIT/LOSS 0 * Only include administrative expenses directly related to the project the organization is presenting. 5
Virginia Beach Arts and Humanities Commission Certification of Assurances and Grant Conditions Project Grants (Must be attached to original application.) Commission grantees are required to: Be not-for-profit, incorporated and exempt from federal income tax under Section 501, which includes the 501(c)3 designation of the Internal Revenue Code, or are units of government, or are educational institutions, or are local chapters of tax-exempt national organizations. Have, as a stated purpose in their mission statement, the furtherance of the arts and humanities through the provision of programming and/or services. Commission grants are limited to: The furtherance of the arts and humanities through the provision of programming and/or services designed to benefit the citizens of Virginia Beach; project grants only (not general operating support, annual budgets, or capital expenditures); 50% or less of the project budget; Projects taking place within the City of Virginia Beach; Projects open to the public and publicized as such. Each Commission grantee will: Provide accurate, current, and complete financial records for each grant; Maintain records, which identify adequately all sources of income and expense and each application of funds for grant supported activities; Maintain accounting records which are supported by source documentation; Maintain effective control over and accountability for all funds, property and other assets ensuring that assets are used solely for intended purposes; Maintain procedures ensuring timely disbursement of funds; Provide the Commission, or its authorized representative, access to financial records. The grantee will expend any and all grant funds only for the purposes described in the attached application. The grantee must request permission in writing to make any substantial changes related to the project as described in the attached application. The requested changes must be approved in advance by the Commission. If the grantee is unable to use the funds as specified in the grant award, it will also advise the Virginia Beach Arts and Humanities Commission in writing prior to the scheduled beginning of the specified project. Improper use of funds awarded in the grant will result in the termination of the grant, forfeiture of any outstanding grant award, and reimbursement of payments processed. The Commission reserves the right to take other measures as deemed appropriate. Grant funds become part of the organization s budget and must be utilized as stipulated in each grant award. Upon final accounting, if Virginia Beach Arts and Humanities Commission funds comprise more than 50% of the budget, then the funding excess of 50% must be returned to the Virginia Beach Arts and Humanities Commission. The grantee agrees to the on-site inspection of its facilities and/or programs by the Virginia Beach Arts and Humanities Commission and/or the City (exception: instances where confidentiality is required by federal, state, or municipal statutes.) Grantee organizations must comply with all state and federal nondiscrimination acts (including, but not limited to, Titles VI and VII of the Civil Rights Act of 1964, the Age Discrimination in Employment Act of 1967, Section 504 of the Rehabilitation Act of 1973, and the Immigration and Control Act of 1986). Grant conditions may be changed or adjusted on an individual basis by the Virginia Beach Arts and Humanities Commission or its authorized representative. Each grantee will submit to the Commission within thirty (30) days of the project s completion, or by July 15, a program narrative and financial report for each grant. A blank final report form is sent by the Commission with each grant award letter. It is the responsibility of the grantee to hold this form for completion until the end of the project. This report will contain a comparison of actual with budgeted amounts (as submitted in the application and approved in the Contract of Services) for each grant, prepared from the grantee s accounting records. In all published materials and announcements (programs, news releases, advertisements, flyers, etc.) regarding the particular activity supported, acknowledgement must be made that (organization or activity) is funded in part by the citizens of Virginia Beach through a grant from the City of Virginia Beach Arts and Humanities Commission. All organizations are required to display the Arts and Humanities Commission placard in a visible location at all events funded by the Commission. The placards are distributed to new grantees at the beginning of the fiscal year. 6
All applicant organizations agree to these conditions upon accepting the grant award. Failure to comply with these requirements may result in forfeiture of the grant award, or a less favorable response to future grant requests. This form must be signed by an individual duly authorized by the governing board of the organization to act on its behalf and submitted with the project grant application. The signature of the individual indicates the organization s compliance with all the grant conditions listed above. A duly authorized individual must also sign all reporting forms. The undersigned certifies to the best of his/her knowledge that: The information in this application and its attachments is true and correct; The filing of this application has been duly authorized by the governing body of the applicant organization; The applicant organization agrees to comply with all grant conditions cited above. The undersigned further certifies that he or she has the legal authority to obligate the applicant organization. Print Name of Board President or Executive Director Title Signature of Board President or Executive Director Date Applicant Organization Name 7
Submission Requirements Virginia Beach Arts and Humanities Commission (Do not include this page of the application in any part of your completed submission.) 1. File Copy: submit one original application. Attach, to this original application only, one copy each of the following: Signed Certification of Assurances and Grant Conditions (supplied with grant application). Proof of tax-exempt status, ONLY if not previously submitted*, or pending application. Organization s bylaws, ONLY if not previously submitted, or ONLY if revisions have been made to those previously submitted. List of Board of Directors and meeting dates. List of paid staff or key volunteer staff (if primarily a volunteer organization) with titles, phone numbers and extensions, and addresses (for mailing purposes). Organization s Strategic or Business Plan (a multi-year organizational plan that shows organizational goals and the plan to achieve them). OPTIONAL ATTACHMENTS to your original application: Examples of organization s programs, brochures, press clippings, etc. (if a previous grantee, please highlight appropriate recognition). * If there has been any change to your tax-exempt status since previous submitted to the Commission, then you must include a copy of your updated status. 2. Additional Copies: Submit twelve (12) copies of the grant application, complete with the following attachments: Up to three (3) documents in support of project (i.e., letters of support, documentation of project quality, resumes of key personnel, brochures, flyers, press clippings, reviews, etc.). Please submit a complete set of supporting documents with each of the twelve copies requested. Last year s audited financial statement. If an audited financial statement is not available, then attach a copy of the Form 990 submitted to the I.R.S. and an unaudited financial statement or treasurer s report. REQUIRED: If this is a project representing a new collaboration, partnership or agreement with other organizations or institutions, you must include a letter from the other organization endorsing the project as one of your three documents. The original application (with original signature) binder clip or paper clip (not stapled) in the proper order (number all pages), along with 12 binder clip or paper clip copies (not stapled) should be delivered to the Office of Cultural Affairs at 201 Market St., Second Floor, Suite 204, Virginia Beach, VA 23462 by 5:00 p.m. on Monday, February 2, 2015. Please submit only those materials requested. PLEASE NUMBER EACH PAGE AND KEEP ONE COMPLETE COPY OF APPLICATION FOR YOUR RECORDS. Adopted by the Virginia Beach Arts and Humanities Commission, May 12, 1998. Revised July 13, 1999, July 14, 2000. Regional Grant Application adopted by the Virginia Beach Arts and Humanities Commission, February 8, 2001. Revised December 4, 2002, December 5, 2003, December 6, 2004, December 1, 2005, December 1, 2006, December 6, 2007, December 1, 2008, December 6, 2012, December 5, 2013, December 4, 2014. 8
Directions to the Sandler Center for the Performing Arts and the City of Virginia Beach Office of Cultural Affairs From Norfolk Via Interstate Take I-264 to Virginia Beach, Exiting at exit #17B Independence Blvd/Pembroke Area. Continue on Independence Blvd turning right at the second light onto Columbus Street. Free Parking is available in the enclosed lots on either side of Columbus Street. Market Street and the Sandler Center for the Performing Arts is one block North of Columbus. Please enter the Sandler Center from the Box Office entrance located at the far right of the building. Proceed to the elevators behind the Box Office to the right. Take the elevator to the second floor. Enter through the door to your left as you exit the elevator, adjacent to the Wood Room. The Office of Cultural Affairs is the second office suite on the right. Via Local Roads Take Virginia Beach Blvd east for 10 miles crossing Military Highway, Newtown Road, and Witchduck Road. Continue toward Town Center crossing Independence Blvd, with Pembroke Mall on your left. Take a right at the next light onto Central Park Avenue. Free Parking is available at 222 Central Park Avenue. The Sandler Center for the Performing Arts is one block west on Market Street. Please enter the Sandler Center from the Box Office entrance located at the far right of the building. Proceed to the elevators behind the Box Office to the right. Take the elevator to the second floor. Enter through the door to your left as you exit the elevator, adjacent to the Wood Room. The Office of Cultural Affairs is the second office suite on the right. From the Oceanfront Via Interstate Take I-264 W to exit #17B Independence Blvd/Pembroke Area. From Independence Blvd, turn right at second light onto Columbus Street. Free Parking is available in the enclosed lots on either side of Columbus Street. Market Street and the Sandler Center for the Performing Arts is one block North of Columbus. Please enter the Sandler Center from the Box Office entrance located at the far right of the building. Proceed to the elevators behind the Box Office to the right. Take the elevator to the second floor. Enter through the door to your left as you exit the elevator, adjacent to the Wood Room. The Office of Cultural Affairs is the second office suite on the right. Via Local Roads Take Virginia Beach Blvd west for 10 miles, passing Rosemont Road and Loehmann s Plaza, Virginia Beach Central Library, and Princess Anne High School. Continue past Barnes and Noble and Constitution Avenue to the light at Central Park Avenue (Pembroke Mall entrance will be on your right). Take a left into Town Center and continue down Central Park Avenue. There is Free parking at 222 Central Park Avenue and the Sandler Center for the Performing Arts is one block west on Market Street. Please enter the Sandler Center from the Box Office entrance located at the far right of the building. Proceed to the elevators behind the Box Office to the right. Take the elevator to the second floor. Enter through the door to your left as you exit the elevator, adjacent to the Wood Room. The Office of Cultural Affairs is the second office suite on the right. 9