Sport, Culture and Heritage COMMUNITY ARTS COUNCILS OPERATING SUPPORT Program Guidelines PURPOSE: The Community Arts Councils Operating Support Program provides non-profit community organizations outside the City of Winnipeg with annual operating grants up to a maximum of $33,000.00. The program supports organizations that develop and coordinate a variety of arts programming open to the public in a range of arts disciplines. The program increases access to local arts programming across the province by encouraging arts skills development, arts presentation opportunities and building community and municipal support for the arts. DEADLINE: Applications must be received by June 1. If this date falls on a weekend or statutory holiday, the deadline is the following business day. Late applications will not be accepted. OBJECTIVES: Encourage and stimulate the development and coordination of a variety of arts disciplines within the community. Encourage skills development of community members. Encourage community and municipal support for arts activities. Develop an infrastructure for arts development at the local level. Increase accessibility of arts programs at the community level. LEVEL OF ASSISTANCE: Subject to departmental review and available funds, grants are calculated utilizing formulas applied to the operations of the organization in its next-to-last fiscal year. In 2017-18, the formulas will be applied to the organization s 2015-16 fiscal year. Grants consist of a Municipal Matching component based on municipal government support, a Community Support Incentive component based on matching non-government revenues, and a Consolidated Program component based on matching earned revenue from arts programming. The total of the Municipal Matching, Community Support Incentive, and Consolidated Program components in any fiscal year shall not exceed $33,000.00. The information provided on the application form will also be used to project maximum grant levels for 2018-19. ELIGIBILITY CRITERIA: Applicant organizations must: be a community-based, non-profit organization; be located outside the City of Winnipeg; have a constitution/by-laws, be incorporated and operate with a duly elected board of directors; have provided programming for a minimum of two years; have municipal support as evidenced by letters of financial commitment; offer programming which consists of a variety of arts activities, including performing arts events, exhibitions, readings, lectures, workshops and classes; allow membership to be open to the public; make programs open and accessible to the public; and provide evidence of sound management and fiscal accountability. 1
APPLICATION PROCEDURE: Completed applications and required support materials must be submitted to the appropriate regional office (please see regional office addresses). In order to ensure organizational stability, clients are encouraged to develop an operating surplus or reserve appropriate to the size and scope of their operations. Use-of-surplus plans must be submitted should an accumulated surplus exceed 50% of annual revenues. A deficit reduction plan must be submitted in the event of an accumulated deficit. ASSESSMENT AND NOTIFICATION: Funding decisions are based on the availability of funds and an assessment of applications. Applicants will be notified in writing within six weeks after the application deadline. It is not possible for the Arts Branch to consider appeals because of the limitations of available funds and the short turn-around time accorded to the fund disbursement process. Results are not released over the telephone. GRANT DISBURSEMENT: Grants will are disbursed in two equal instalments: the first upon Ministerial approval, and the balance upon satisfactory completion of an interim report, including a financial statement from the organization s past fiscal year, and an interim financial statement for the current fiscal year. Grants will not be paid until all required information has been received. REPORTING REQUIREMENTS: Approved applicants will receive an Interim Report form from the Arts Branch. The Interim Report deadline is indicated on the form. Late or incomplete interim reports can result in the suspension or forfeiture of the second grant instalment. Consideration for future grants is dependent upon the satisfactory completion of all outstanding reporting obligations. DEFINITIONS: Municipal Contributions: Grants, tax exemptions, the value of free or subsidized rent at market rates, and utility costs provided to a community arts council by a city, town, village, rural municipality, local government district, recreation board or commission or by the local government authority in the case of unorganized territory. Non-Government Revenue: All revenue except: monies from all levels of government; revenue which is designated to capital purposes; interest other than interest from an endowment fund. To calculate the Community Support Incentive grant, include only the net revenue from fundraising activities. Donations: Monies donated to your organization from any non-government source. Can include the value of any gifts-in-kind for which charitable receipts have been issued. Fundraising: Income earned revenue from non-arts-related activities (e.g., raffles, bake sales, flea markets, etc.). Maintenance: Includes costs for general upkeep of the facility, caretaking costs, cleaning supplies, etc. Renovations: Major expenses such as roof repairs, furnace replacement, etc. CONTACT INFORMATION: Department of Sport, Culture and Heritage Arts Branch Mr. Aimé Boisjoli Community Arts Consultant 6 th Floor, 213 Notre Dame Avenue Winnipeg MB R3B 1N3 Phone #: 204-945-4574 E-mail: aime.boisjoli@gov.mb.ca Website: http://www.gov.mb.ca/chc/artsbranch/ 2
Sport, Culture and Heritage COMMUNITY ARTS COUNCILS OPERATING SUPPORT Program Application SECTION 1 ORGANIZATIONAL INFORMATION: Name of Organization (Note: cheques will be issued in this name): Address (street, city, province, postal code): In existence since: Date of Incorporation: Incorporation status active? Date of next Annual General Meeting: Charitable Organization Number (if applicable): Fiscal Year End Contact: Title: Telephone #: Fax #: Email: Website: Name and Title of senior staff position (if different from above): Total grant assistance from all provincial government sources in 2016-17: $ BOARD OF DIRECTORS: Current Year (name, address and telephone number): President Vice President Secretary Treasurer 3
Past Year (if different from above): President Vice President Secretary Treasurer DIRECTORS: Present Year Past Year SECTION 2 ARTS DEVELOPMENT STRATEGY 1. Please outline the aims of your organization, as stated in your constitution. 2. What approach has your organization taken to develop the arts in your community? Do you foresee taking a different approach in future? 3. Audience Development: How has your organization developed new audiences in your community (reaching out to various age groups, populations, towns, etc.)? 4
4. What are your organization s goals for arts skills development programming in the coming year (introduce new arts forms, add classes at a higher level in an established arts form, etc.)? 5. Municipal Matching: A) Please list all rural municipalities, towns, and villages whose governments provided financial assistance/gifts-in-kind to your organization in 2016-17. Letters of support, identifying the nature and dollar value of support, must be provided, so that accurate projections for 2018-19 can be calculated. B) Please outline any changes in your municipal support between 2015-16 and 2016-17. Any changes planned for 2017-18? 6. How many members does your Council have? Please list membership categories (e.g., individual, student, family, corporate, affiliate, etc.). 7. Please list paid administration staff (director, secretary, full/part-time, casual), including title, hours worked per week, and weeks worked per year. 8. Does your organization own/rent a facility? 9. What communities does your Council serve? 10. Describe any board development or volunteer training activities undertaken by your Council in 2016-17, as well as those planned in 2017-18. 5
SECTION 3 PROGRAM SUMMARY FOR YOUR 2016-17 FISCAL YEAR (Add lists, if required, and indicate totals on this page. Totals on page 6 must match applicable entries on page 8. Please ensure that both actual and projected activities are listed.) Performing Arts Events (concerts, plays, readings, lectures, dance recitals, etc.) Type of Event Partner/Producer Performer(s) Date (include year) Visual Arts Exhibitions Target Audience Audience Total Ticket Sales Other Revenue Attendance Totals: Name of Exhibition Artist(s) (if more than 2 artists, write various ) Date (include year) Attendance Revenue Eligible Expenses Totals: Complete Program Reports first and then summarize above, ensuring that numbers correlate. Eligible Expenses: installation, shipping, exhibition insurance, printing, publicity, advertising, promotion, facility rental, security. Arts Instruction Class/Workshop Description/Title Instructor(s) Level of Instruction* Age Range Date (include year) # of Hours # of # of Student Participants Hours** X $ X $ X $ X $ Totals: $ *Instruction Level: e.g., beginner, master class, etc. **Number of student hours: Multiply (# of hours) by (# of participants) across to find # of student hours. Then add # of student hours column down for total. Registration Fees 6
Film and Video Presentations Title Originator (if other than applicant) Date (include year) Audience Attendance Non-Arts Programming Type of Activity Date (include year) # of Participants Revenue Expenses Totals: Screening Fees Admission Revenue $ $ Totals: $ Total Expenses (including screening fees) PLEASE SHARE A SUCCESS STORY FROM THE PAST YEAR: 2017-18 PROGRAM OUTLINE Please describe program plans for the coming year, highlighting any significant changes from the previous year. Performing Arts Events Visual Arts Exhibitions Arts Instruction Film & Video Presentations Other Educational Programming (school partnerships, mentorships, etc.) Non-Arts Programming (yoga, tai-chi, zumba) 7
SECTION 4 FINANCIAL INFORMATION State fiscal year (e.g., April 1 to March 31): Please forward Actual numbers as soon as available Revenues: 2016-2017 2017-2018 Actual OR Budget Projection Projected 1. Earned Revenue (Figures must equal those provided on page 6) Ticket sales Exhibition revenue Art sales (net) Other sales Registration fees: Arts-related Registration fees: Non-arts-related Consultation fees, service charges Fundraising: Programming Fundraising: Capital Other (specify, e.g., film) Total Earned Revenue: 2. Revenue Non-Government Support and Donations Exhibitions Donations Sponsorships Foundations Membership fees Interest from endowment funds Interest other than endowment interest Other (specify): Total Revenue Non-Government Support and Donations: 3. Revenue from Province of Manitoba Community Arts Councils Operating Support Grant Other (specify): Total Revenue from Province of Manitoba: Revenue from Other Government Sources Federal (except GST) specify: Federal - GST City/Town/Municipality (list all): Recreation District or Commission School Division Other (specify): Total Revenue from Other Government Sources: TOTAL REVENUES (TOTAL 1 TO 4) Totals must match financial statements. 8
SECTION 4 (continued) FINANCIAL INFORMATION Based on your organization s fiscal year Expenses: 1. Administration a) Board and Executive Committee Meetings (including AGM conferences and workshops) 2016-2017 Actual OR Projected b) Office Salaries and benefits Staff expenses (travel, meals, accommodation) Conferences and workshops Legal/audit Annual Return Incorporation Bank charges Telephone Postage Printing and photocopying Office supplies Fundraising Expenses c) Facility Rent Taxes Utilities Maintenance Renovations Insurance d) Other 2017-2018 Budget Projection Total Administration Expenses 2. Programs, Projects, and Membership Services a) Membership services Newsletter Membership meetings Meetings and conferences Other (specify) b) Programs and special projects Performances, readings, lectures Exhibitions Classes and workshops Bursaries and scholarships Conferences/workshops Instructors Special projects/other Total Programs, Projects, and Membership Services Expenses TOTAL EXPENSES (TOTAL 1 AND 2) Total Revenue (from page 8) Surplus (Deficit) Accumulated Surplus/(Deficit) Total Accumulated Surplus (Deficit) 9
List gifts-in-kind (other than municipal) received by your organization during the 2016-17 fiscal year, noting the source and estimated value. If a charitable receipt was issued, please put the notation (CR) beside the entry. According to the letters of support provided with last year s application, please confirm the total municipal contribution received for 2015-16 by listing them below: Amount (cash and/or gift-in-kind) please specify Municipality Cash Gift-in-kind Totals: COMMUNITY SUPPORT INCENTIVE COMPONENT (Only needs to be completed if projected numbers were used for last year s application.) Actual gross revenue for 2015-16 $ Monies raise/received for capital purposes for 2015-16 $ GST for 2015-16 $ Interest other than endowment interest for 2015-16 $ Fundraising expenses (for net fundraising) $ Total of non-government revenue in 2015-16 $ Capital revenue for 2015-16 $ CONSOLIDATED PROGRAM COMPONENT (Only needs to be completed if projected numbers were used for last year s application.) Total tickets sales based on 2015-16 $ Total arts-related registration fees based on 2015-16 fiscal year $ Total eligible expenses from last year s application $ 10
Sport, Culture and Heritage COMMUNITY ARTS COUNCILS OPERATING SUPPORT Declaration DECLARATION: I, the undersigned: Understand: o The Arts Branch may request additional information beyond that included in the application; o It is not the intent of this program to duplicate assistance provided by other provincial departments and agencies; o Grants are not awarded for capital expenditures or major equipment purchases; o Arts Branch grants are subject to the availability of funds; o Organizations receiving Community Arts Councils Operating Support Program funds are not eligible to apply to the Arts Development Project Support program; o If this application is successful, the applicant will receive a first instalment of the approved amount. By accepting this payment, the applicant agrees to: Spend the funds in support of their mission and mandate as communicated to and approved by the Province in this application; Notify their consultant as soon as possible to seek appropriate approval, in the event of changes to their mission or mandate or their ability to fulfill their mission or mandate; Acknowledge the assistance of Manitoba Sport, Culture and Heritage in all promotional materials; and Complete a narrative and financial final report using the reporting checklist provided by the department and following completion of the festival; o Failure to comply with these guidelines may result in forfeiture of the grant and may jeopardize consideration of future grant requests. Certify the statements and information contained in this application are accurate and complete. 1 st Contact Name and Title (print) Signature Date 2 nd Contact Name and Title (print) Signature Date 11
Sport, Culture and Heritage COMMUNITY ARTS COUNCILS OPERATING SUPPORT Application Checklist Please check off the following items to ensure that they have been provided, and submit the checklist with your application. Please ensure that all the required documents are provided as they are mandatory for auditing purposes. Without them, your application is incomplete and cannot be accepted. Your organization s incorporation status is active Each Visual Arts Exhibition Program Report form is summarized on page 6 The column on pages 8 and 9 is filled in, including the last four lines of page 11 regarding surplus/deficit position Revenue and Expense totals on pages 8 and 9 of the application correspond to the totals in the financial statements you have provided Two principal officers have read the application, ensuring that it is complete, and have signed the application All the following documents are included with your application: An actual or projected financial statement to the end of your 2016-17 fiscal year (may be prepared by treasurer/staff). An audited/actual financial statement for the 2015-16 fiscal year. You may submit a financial statement prepared by a qualified accountant or by two members of your organization elected for that purpose, who must sign and date the statement, indicating that it reflects a true and accurate record of all financial transactions (if not already submitted). A use-of-surplus plan must be submitted should your accumulated surplus exceed 50% of annual revenues. A deficit reduction plan must be submitted in the event of an accumulated deficit. Letters of support documenting financial commitments and support received in 2016-17 from municipalities, towns, villages and recreation commissions Complete and signed Program Report forms for each of your organization s visual arts programming activities in 2016-17. Minutes of your organization s last Annual General Meeting, if not already provided. Report from the last annual general meeting of the arts council. A copy of Articles of Incorporation and Constitution/By-laws, if not already provided. If the documents have been updated, please provide a copy. Signed declaration form. Name and Title (print) Signature Date 12
Please forward completed applications with attachments to the Regional Office in your area (listed below), no later than the deadline outlined on page 1. If you have any questions, please contact the Arts Branch, by telephone at (204) 945-3847 or via email at artsbranch@gov.mb.ca. Eastman Region Office Box 50, 20 First Street S. - Beausejour MB R0E 0C0 Regional Manager Regional Consultant *French Language Services Administrative Assistant *French Language Services Roger Langlais Alix Richards Vacant Roger.Langlais@gov.mb.ca Alix.richards@gov.mb.ca TOLL FREE: Central Region Office 225 Wardrop Street - Morden MB R6M 1N4 Regional Manager Vacant * French Language Services Regional Consultant Cindy Kowalski Cindy.Kowalski@gov.mb.ca Administrative Assistant Janet Rondeau Janet.Rondeau@gov.mb.ca TOLL FREE: Interlake Region Office 62-2 nd Avenue, Box 1519 - Gimli MB R0C 1B0 Regional Manager Dave Cain Regional Consultant Ian Goodall-George Administrative Assistant Bev Arden Dave.Cain@gov.mb.ca Ian.Goodall-George@gov.mb.ca Bev.Arden@gov.mb.ca TOLL FREE: Westman Region Office Rm 335, 340 9 th Street - Brandon MB R7A 6C2 Regional Manager Kris Doull Kris.Doull@gov.mb.ca Regional Consultant Charlene Dysart Charlene.dysart@gov.mb.ca Administrative Assistant Linda Gibb Linda.Gibb@gov.mb.ca TOLL FREE: Parkland Region Office 27 Second Avenue S.W., Box 14 - Dauphin MB R7N 3E5 Regional Manager David Bosiak David.Bosiak@gov.mb.ca Regional Consultant Martijn van Luijn Martijn.vanluijn@gov.mb.ca Administrative Assistant Vacant Norman Region Office Box 21, 59 Elizabeth Drive - Thompson MB R8N 1X4 Regional Manager Vacant Administrative Assistant Vacant The Pas Box 2550, 79 Third Street W. Regional Consultant R9A 1M4 Wayne Huculak Wayne.Huculak@gov.mb.ca 204-268-6021 204-268-6020 204-268-6018 Fax: 204-268-6070 1-800-665-6107 204-822-2932 204-822-2933 204-822-5418 Fax: 204-822-2915 1-866-346-5219 204-642-6010 204-642-6014 204-642-6006 Fax: 204-642-6080 1-866-259-5748 204-726-6069 204-726-6068 204-726-6066 Fax: 204-726-6583 1-800-259-6592 204-622-2079 204-622-2078 204-622-2022 Fax: 204-638-6558 204-677-6784 204-677-6780 Fax: 204-677-6862 204-627-8213 Fax: 204-627-8236 13
VISUAL ARTS EXHIBITION PROGRAM REPORT FORM (photocopy as required) YOUR FISCAL YEAR IN WHICH THIS EXHIBITION TOOK PLACE: TITLE OF EXHIBITION: MEDIUM: DESCRIPTION: FACILITY / LOCATION: DATE OF OPENING: DATE OF CLOSING: NAME OF ORGANIZATION SPONSORING THE EVENT (if different from applicant): Did this exhibition take place as part of another event (e.g., summer festival, conference, etc.)? If so, describe briefly: Describe any educational programming offered in conjunction with the exhibition (e.g., artist s talk, workshops, school programming): HOURS OPEN TO THE PUBLIC: Monday to Friday to Saturday to Sundays, holidays to NUMBER OF ARTISTS REPRESENTED: TOTAL NUMBER OF WORKS: NAME(S) OF ARTIST(S): TARGET AUDIENCE: ESTIMATED ATTENDANCE: REVENUE: EXPENSES: Admission fees $ *Installation $ Catalogue/poster sales *Shipping Sales commissions *Exhibition Insurance Door donations *Printing, publications Sponsorships *Advertising, promotion Grants (except Sport, Culture and Heritage) *Facility rental Municipal *Paid Security Provincial Federal *Total Eligible Expenses $ Total cash revenue $ Exhibition fees Reception, hospitality Gifts-in-kind (please specify): We certify that the above information is complete and accurate: Total cash expenses $ Name and Title (print) Signature Date 14