ARTS COUNCIL OF NORTHERN IRELAND MUSICAL INSTRUMENTS for BANDS GUIDANCE NOTES Deadline for Applications: 4.00 pm Thursday, 5 October 2017 Decisions by: 30 November 2017 Please read the guidance notes carefully before you complete the application form. PLEASE NOTE: ONLINE APPLICATIONS ONLY Online applications must be received by the programme deadline and you will be required to upload any relevant mandatory enclosures at the point of submitting your online application. If these enclosures are not uploaded at the time you submit your application, your application will be ineligible.
MUSICAL INSTRUMENTS FOR BANDS SCHEME AIMS AND PRIORITIES This programme is designed to increase the quality of music-making in the community by helping bands to replace worn-out instruments and purchase new instruments. ELIGIBILITY Who Can Apply? This scheme is open to bands based in Northern Ireland, which are formally constituted. The following types of bands are eligible for this scheme: Accordion Orchestra/Band (part, melody or marching) Brass Band Concert Band Flute Band (part, melody or marching) Pipe Band Wind Band Any other type of formally constituted organisation wishing to purchase musical instruments should apply to the Small Grants programme for up to 10,000. Who cannot apply? Bands who received a Musical Instruments for Band Scheme award between January 2010 and February 2017. 1
HOW TO APPLY You may only apply online. We will not accept applications in hard copy or by email or by fax. Online applications may be edited, saved and returned up to the closing date. You MUST submit ALL mandatory enclosures associated with the application at the same time, ie. at the point at which you submit your online application. These enclosures are listed within the online application and also on page 16 of the sample application document (available for download on our website). The online application allows you to upload and attach the necessary enclosures to your application. All such enclosures must be in Word, Excel or pdf format. We cannot accept documents in other formats. Sound files must be in WAV, MP3 or WMA file formats. Total size of documents should not exceed 25 Mb. Please ensure that you leave sufficient time to upload all documents to the system as there can be long delays as the closing deadline approaches and the system will shut down at 4.00 pm on the closing date. If your complete application is not uploaded when the system closes, your application will not be accepted. It is your responsibility to ensure that we receive the application form and documents by the closing time and date. All of the information you provide will be held on computer. This information will be used for the administration of applications and grants, for producing statistics and information on successful applicants. Remember to keep a copy of the completed form and enclosures for your own records. Reducing Bureaucracy As part of Government s Reducing Bureaucracy programme you are required to upload a number of master documents to the Government Funding Database. Some organisations in receipt of Arts Council funds will already be registered with this database and have a Unique Reference Number; others will be required to register prior to the application being assessed. Once uploaded these documents will exist for all applications you make to any Government Department and you will not be required to submit them with individual applications, including future applications to the Arts Council. If you are not currently on the Database you will be required to register at https://govfundingpublic.nics.gov.uk/home.aspx Registration may take up to 4 working days, so please leave sufficient time to receive your individual registration number and upload the documents. Full instructions for uploading documents to the Government Funding Datasbase are available for download from the Arts Council s website: http://artscouncil-ni.org/funding/scheme/musical-instruments-for-bands 2
CRITERIA FOR DECISION MAKING We will assess your band against the following criteria: Criterion 1: Public benefit and demand Criterion 2: Quality & development of artistic activity Criterion 3: Organisational and project viability, including quality of management It is very important that you think carefully about how your band satisfies these criteria and use the application form to demonstrate this to us. Your band must meet all the above criteria. Criterion 1 - Public Benefit & Demand: The purchase of the musical instruments should have the widest possible impact. You need to give careful consideration to the way in which the work of your band is presented so that it provides maximum access to people from all sections of society, including but not limited to the involvement of children and young people through a youth or access programme. You need to consider how your application addresses the needs of communities in areas of social and economic deprivation. You need to show that you are committed to principles of equal opportunity in all aspects of the band s activities. You should explain your need for the instruments and the anticipated impact of new instruments on musical development. We will also take into account the age of the instruments currently owned by the band in relation to their expected lifetime; the number of instruments currently owned by the band in relation to the envisioned size of the band, and the range of instruments currently owned by the band in relation to the envisioned size of the band. Criterion 2 - Quality & Development of Arts Activity: If you are a youth band, you should demonstrate the potential for development in terms of education and musicianship. You need to demonstrate the quality of the music you perform and/or what standard of performance your members have reached. You should demonstrate your commitment to repertoire and technique development in relation to your existing repertoire and technical standards. Criterion 3 Organisational and project viability, including quality of management: You need to show that the band has a sound financial and managerial footing. You need to outline clearly how you have decided which instruments you need to purchase, who will be responsible for seeking quotations, making payments to suppliers, accounting for the procedures and future reporting to the Arts Council. It is important to note that all awards must be completed by 28 February 2018. You need to show that you have a clear and comprehensive plan for managing the purchase of musical instruments so that it can be completed successfully within the timetable and budget you set. Once awarded, grants cannot be increased. The Arts Council will not be liable for payment if the delivery times change and instruments cannot be delivered by 28 February 2018. 3
PRIORITIES FOR FUNDING The Council will give priority to: a) Applications which can clearly demonstrate a commitment to training and education. b) Applications where there is a clear demonstrable commitment to repertoire and technique development in relation to the band s existing repertoire and technical standards. FINANCE The total budget available for the programme in 17/18 is 200,000. How much money is available? We are offering grants from 500 up to a maximum of 5,000. How much partnership funding do you need? The minimum partnership funding you need is 25% which must be in cash. ARE THERE APPLICATION DEADLINES? There is one application round a year for all bands. The closing date for applications is 4pm Thursday, 5 October 2017. APPLICATION AND ASSESSMENT PROCESSES The Arts Council will acknowledge receipt of the application form. The Arts Council will provide you with a unique reference number. The application will be assessed by an Arts Development Officer. All applications will be assessed on their merits against the criteria as listed above. You will be notified of the final decision in writing.. Given the level of funds available it may not be possible for the Arts Council to approve all applications which simply meet the relevant criteria. Under such circumstances applications which, in the opinion of the Arts Council, best meet the criteria set out in these Guidance Notes, will be successful. The Council may offer to fund the purchase of fewer instruments than requested, based on its assessment of the needs of the band. HOW LONG WILL IT TAKE? You will be notified of the decision by 30 November 2017. IS THE DECISION FINAL? If you are unhappy with the Council s decision you may request a review of the decision. Details are available on request and on the Council s website. 4
HOW WILL PAYMENT BE MADE? Payment of the grant will be made on receipt of suppliers invoices and delivery note signed by a senior committee member of the band. POST-DECISION MONITORING After the grant is awarded you will be required to provide information to the Arts Council for a period of 5 years on the following: Continued ownership of instruments purchased; Make, model & serial numbers of instruments purchased; Details of public events in which the band has participated; Number of members of the band; Evidence of insurance of the instruments. You should note that the Arts Council requires all instruments purchased with a grant to be insured as the property of the band. The Arts Council will require sight of your certificate and schedule of insurance of the instruments for a five-year period from the date of delivery. 5
NOTES TO HELP YOU FILL IN THE APPLICATION FORM Section One CONTACT DETAILS 1. This should be the full registered name of the band and must match the name on the Constitution and/or company registration and on the band s bank account. 2. This should be one of the types of bands listed on page 1 of the Guidance Notes. 3. This should be the address of the band hall/ rehearsal premises/ band s headquarters, i.e. not the address of the secretary or any other official. 4. The person named here must be authorised to answer all queries and to sign all paperwork relating to this application. Please ensure that this person is going to be available and is not away on business/ holiday during the period when the application is being assessed. The Arts Council cannot be held responsible if correspondence is directed to the contact person, and that person is not available, either at the physical or e-mail addresses given on the application form, to reply within the given timeframe. Section Two BAND DETAILS 8. To calculate this number, include your full committee and board members and any other members of the public who have volunteered to provide services to you since April 2011. 9. You must complete this section. If you are registered with Access NI, state your registration details; if you are registered with an umbrella body, state its name. Section Three DESCRIPTION OF MUSICAL INSTRUMENTS 1. List all instruments currently owned by the band or used by individual members of the band when playing with the band. 3. Programme Criteria: Public Benefit: How does your band meet criterion 1 on page 2 of the Guidance Notes? The Arts Council wants to support events that increase opportunities for participation in the arts, especially for young people, and to increase opportunities for people to attend arts events. How will your band provide these opportunities? How do you know people want this type of activity? Quality & Development of Artistic Activity: How does your band meet criterion 2 on page 2 of the Guidance Notes? Who tutors/ teaches/ instructs the band members? What level of competition, if any, has your band reached? Have you recorded any CDs, tapes for public sale? Have you got plans to increase your repertoire or develop technique? If you are a youth band, demonstrate the potential for development in terms of education and musicianship. Organisational and Project viability, including quality of management: How does your band meet criterion 3 on page 2 of the Guidance Notes? Who will oversee the finances and running of the purchase of musical instruments? Are you sure you will have enough funds to complete the purchase? Have you left enough time to raise the money? The Arts Council will not give you permission to start purchasing instruments until you have secured the funds to make the musical instrument purchase happen. It is important to note that all awards must be completed by 28 February 2018. 4. How will you know if your band is successful? Will it be independently evaluated? Will it be judged purely on audience or participant numbers? Will you ask people to fill in a questionnaire on their experience? Any or all of these methods can be used. You should choose the most appropriate for your band. 6
SECTION FOUR FINANCIAL DETAILS 1. Total Instrument Cost: Give total cost of all instruments to be purchased. You must include a list of each item you wish to purchase on a separate sheet detailing individual prices. Organisations must also provide two supplier quotations for the items to be purchased, including delivery dates. Because of the time gap between submitting the application and a decision being made you will not be allowed to use the original quotation after the decision has been made, unless the supplier has stated on the original quotation that the prices will remain valid. 3. Partnership Funding: This may be a contribution by the band from its own funds, or any other public or private source. Supplier s discount is not acceptable as partnership funding. SECTION FIVE EQUALITY OF OPPORTUNITY, GOOD RELATIONS COMMITMENT AND CHILD AND ADULTS AT RISK PROTECTION STATEMENT Good Relations Commitment It is a requirement of the funding conditions of all Arts Council of Northern Ireland programmes that your organisation commits to equality of opportunity and good relations duty. Therefore, this Statement MUST be adopted by your organisation. Applicants should note that, in carrying out its functions, the Arts Council will check the content of newspapers, websites and other documents to establish that the band is acting within the ethos of good relations. Where evidence is found that an applicant is not acting in the interests of good relations, applications will be considered ineligible or, if evidence is found after an award is made, funding will be withdrawn. The Arts Council will not distinguish between a band s official website and social networking sites created by, or containing entries from band members. It may be in the interests of the band to establish a policy among its members regarding websites and the posting of material relating to the band s activities. If a band is already aware of material that may contravene the good relations duty, and where it can demonstrate that it has taken steps to have the material/website removed, this evidence should be submitted along with the application form. The evidence will be considered but there is no guarantee that the application will be accepted. If a band has been previously turned down for funding on the basis of its actions in relation to good relations, it must demonstrate what good relations activities it has undertaken since the last application. Equal Opportunities In addition to the Equal Opportunities Statement, please note that you must also submit a copy of your Equal Opportunities policy (signed and dated as having been adopted by the band). See Section 5 above. 7
Child/Young People/Adults at Risk Protection Policy Statement It is a requirement of our funding that any organisation which comes into contact with children, young people and adults at risk, either directly through its programmes or indirectly through its services, must commit to a Safeguarding Policy. The Safeguarding Policy must have been agreed by your organisation and should be signed and dated. If you are unable to tick all the Safeguarding Checklist boxes as yes at the time of submitting the application, you will be required to take steps to address all the issues prior to the drawdown of any funds. Government has issued guidance that no funds should be paid across to organisations until they are able to sign up completely to the safeguarding checklist. SECTION SIX ENCLOSURES Government Funding Database If you are based in Northern Ireland, the following documents MUST be uploaded to the Government Funding Database at https://govfundingpublic.nics.gov.uk/home.aspx Constitution and/or Memorandum and Articles of Association Most recent set of Audited/Certified/adopted accounts. Organisation Chart List of office bearers Rental Agreement/Lease of Evidence of ownership, if appropriate. All applicant organisations must upload and submit the following mandatory enclosures with their applications: You are required to upload your most recent set of accounts to the Government Funding Database. If the accounts uploaded to the Government Funding Database are NOT for 2016/17 then you MUST attach management accounts as at 31 March 2017 with your application. Copy of projected income and expenditure budget for the band for 2017/18. Copies of any letters of offer from partnership funders Complete list of the band s activities in the past two years Projected list of the band s activities in the incoming year Two suppliers quotations for the items to be purchased, including delivery dates. Details of competition results in the last two years if applicable/ relevant A maximum of 2 sound recordings of no more than 8 minutes each. Please note: acceptable sound file formats are WAV, MP3, WMA. Please ensure that you upload all the necessary enclosures when you submit your application form online. If you do not upload all the enclosures with your application or give us an acceptable statement why certain documents are not relevant, (for example, if you are not able to provide a complete list of the band s activities in the past two years because 8
you were only established in the last twelve months) your application will be regarded as ineligible and will not be assessed. You will not be contacted for further information. All documents must be in pc-compatible formats (see guidance notes). We cannot accept documents in other formats. The total size of all the documents and enclosures to be uploaded should not exceed 25 Mb. Please ensure that you have all your supporting documentation ready for upload in an appropriate format and leave sufficient time to upload all the documents to the system with your application. Remember: there can be long delays as the closing deadline approaches and the system will shut down at 4.00 pm on the closing date. SECTION EIGHT APPLICANT S STATEMENT You must tick the box to indicate that you agree with all the given statements. 9