Fultn-Mntgmery Arts Grants-Arts Educatin 2015 Guidelines Letter f Intent Deadline: Octber 31, 2014 Applicatin Deadline: Nvember 28, 2014 Saratga Arts ffers funding fr in-schl arts educatin prjects in Fultn r Mntgmery Cunty. Eligible artists and nn-prfit rganizatins are encuraged t apply in partnership with a public schl lcated in Fultn r Mntgmery Cunty. TABLE OF CONTENTS Overview...2 2015 Infrmatinal Seminars. 2 Letter f Intent and Applicatin Deadlines... 3 Wh Can Apply?..3 Hw Much t Request..3 Hw is Funding Decided?.3 Funding Plicies.3 Funding Eligibility 4-5 Prject Eligibility. 6 Funding Restrictins...7-8 Fiscal Spnsrship 9-10 Grantee Respnsibilities...11 Applicatin Instructins fr Nn-Prfits.....12-14 Applicatin Instructins fr Individual Artists... 15 & 16 Submitting Applicatin 17 Saratga Arts 320 Bradway, Saratga Springs, NY 12866 www.saratga-arts.rg Sharn Wait, Grants Administratr swait@saratga-arts.rg This prgram receives supprt frm Saratga Arts thrugh Fultn-Mntgmery Arts Grants, which is made pssible by the New Yrk State Cuncil n the Arts with the supprt f Gvernr Andrew Cum and the New Yrk State Legislature.
OVERVIEW The New Yrk State Cuncil n the Arts has appinted Saratga Arts t administer the Fultn-Mntgmery Arts Grants-Arts Educatin (F-MAG-AE) Grant Prgram in Fultn r Mntgmery Cunty. The F-MAG-AE prgram regrants public funds t Fultn r Mntgmery Cunty-based individual artists and nn-prfit rganizatins in partnership with lcal public schls, t engage pre-k-12 public schl students in rich artistic learning experiences. Saratga Arts strngly encurages applicatins t be cmpleted by a planning team cnsisting f the individual artist and/r nn-prfit rg. and a representative frm the partnering schl (AE laisin, PTA member, grants writer, arts teacher, etc.). 2015 INFORMATIONAL SEMINARS The fllwing free infrmatinal seminars ffer assistance in understanding the SPAF grant prcess. The seminars fr 2015 will fcus n specifics f the grant applicatin, including writing the narrative, successfully cmpleting the budget, successful prject examples, and panel tips. All grant applicants are required t attend a wrkshp regardless f funding histry. Pre-registratin is required. Please call 518-584-4132. Mnday, Octber 6, 2014 Creative Cnnectins Arts Center, 303 East Main Street, Amsterdam, NY 9:00am-10:00am, Prject Grants 10:15am-11:15am, Arts Educatin Grants 11:30am-12:30pm, Individual Artist Grants Mnday, Octber 13, 2014 Fnda Public Library, 28 West Main. St. Fnda NY 4:00pm-5:00pm, Individual Artist Grants 5:30pm-6:30pm, Prject Grants 6:45pm-7:45pm, Arts Educatin Grants Tuesday, Octber 21, 2014 The Arkell Musuem, 2 Erie Blvd., Canajharie NY 4:00pm-5:00pm, Individual Artist Grants 5:30pm-6:30pm, Prject Grants 6:45pm-7:45pm, Arts Educatin Grants Mnday, Octber 27, 2014 Fultn-Mntgmery Reginal Chamber f Cmmerce, Glversville, NY 9:00am-10:00am, Prject Grants 10:15am-11:15am, Arts Educatin Grants 11:30am-12:30pm, Individual Artist Grants 2
LETTER OF INTENT AND APPLICATION DEADLINES A letter f intent t apply must be received electrnically by Friday, Octber 31, 2014. Applicatins must be received electrnically t swait@saratga-arts.rg by Friday, Nvember 28, 2014, at 5:00pm. WHO CAN APPLY? Artists whse primary residence is in Fultn r Mntgmery Cunty, Fultn r Mntgmery Cunty-based nn-prfit rganizatins, r an ut-f-cunty individual artist wh is fiscally spnsred by an in-cunty nn-prfit in partnership with a pre-k-12 public schl. Saratga Arts encurages applicatins t be cmpleted by a planning team f peple cnsisting f the artist and/r nn-prfit rg. and a representative frm the partnering schl (AE laisin, PTA member, grants writer, arts teacher, etc.). HOW MUCH TO REQUEST F-MAG-AE grants range frm $500 - $3,000 fr partnerships invlving at least three cntacts between an individual artist r nn-prfit cultural rganizatin and a certified arts teacher and the same cre grup f students. A F-MAG-AE grant can fund up t 75% f the residency s ttal expense; the remaining 25% must be in the frm f cash and in-kind and can be cntributed frm the individual artist, nn-prfit, partnering schl, r ther grup (PTA, lcal business, etc.). Schls are encuraged t als apply fr BOCES AIE fr residency funding supprt. HOW IS FUNDING DECIDED? Funding decisins are based n criteria defined by NYSCA and decided thrugh a deliberatin prcess f qualified panel f arts prfessinal, arts educatrs, and cmmunity representatives frm Fultn r Mntgmery Cunty. FUNDING POLICIES The F-MAG-AE grant prcess is cmpetitive. Regardless f past supprt, each applicatin is reviewed anew every year. Grups that have received repeated funding shuld display indicatins f rganizatinal develpment and prgram grwth. 3
FUNDING ELIGIBILITY Individual artists residing in Fultn r Mntgmery Cunty Nn-prfit rganizatins with a legal address in Fultn r Mntgmery Cunty NYS individual artists and rganizatins residing utside f Fultn r Mntgmery Cunty may apply fr F-MAG-AE funding thrugh the fiscal spnsrship f a qualified nn-prfit that meets the abve criteria. Individual artist and/r np rganizatin must partner with a public r BOCESrelated schl in Fultn r Mntgmery Cunty Partnerships must serve students in grades pre-k thrugh 12 Partnerships must include a certified arts teacher If applicant is an rganizatin they must submit prf f their nn-prfit status If applicant is an individual artist he/she must submit prf f residency The applicatin must demnstrate a need fr funding thrugh updated financial data. Chapters f natinal rganizatins must have their wn nn-prfit status in Saratga Cunty and may nt use the nn-prfit status f grup-ruling-parent rganizatins. Artists must be ver 21 years f age Saratga Arts' F-MAG-AE grants are funded by the New Yrk State Cuncil n the Arts, which requires Saratga Arts t determine t the best f its ability that rganizatins receiving these public funds are capable f carrying ut their prpsals and will be ethical and effective stewards f public funds in cmpliance with nnprfit law and best gvernance and fiscal practices. In the curse f reviewing applicatins befre submitting them t the selectin panel, Saratga Arts' staff may identify what, in its judgment, appear t be prblems in rganizatinal practices and require that they be addressed; failure t d s may render an applicatin ineligible fr further review r funding cnsideratin. Please visit ur website: http://www.saratga-arts.rg/grants/thergrants t dwnlad a checklist fr nnprfit cmpliance with links t sample dcuments and wrk-tls (The dcument can be fund under Additinal Resurces.) 4
NOTE: Schl partners may nt apply directly fr F-MAG -AE funding but are encuraged t c-write and plan the grant applicatin. Prjects with schl partners invlved in any F-MAG -AE prjects currently receiving direct NYSCA funding are nt eligible fr a F-MAG -AE grant in the same year. Organizatins that applied directly t NYSCA fr 2015 funding may NOT apply fr F- MAG -AE funding, regardless f the status f the NYSCA applicatin. An rganizatin can apply fr a F-MAG -AE grant and a SPAF Prject Grant. The ttal number f prjects can be three and the funding request can nt exceed $5,000 5
PROJECT ELIGIBILITY Prject must ccur within the regular schl day Prject must invlve at least three cntact sessins with the same artist, certified arts teacher, and cre grup f students Prject activities and utcmes must be cllabratively designed, planned, taught and evaluated by the certified arts teacher and artist r nn-prfit cultural rganizatin Prject must address the New Yrk State Arts Learning Standards in the Arts Prject must include and accmmdate students with disabilities Plus Factrs: Prjects may scre higher during grant deliberatins if: Artist is a Fultn r Mntgmery Cunty resident The schl s nn-arts teachers participate in the prject Planning team seeks cllabrative prfessinal develpment The expertise f the prpsed artist r cultural prfessinals is clearly exhibited Clarity and relevance, cncerning grade level, f prpsed prject activities, shared educatinal and artistic gals, expected student utcmes Degree t which the prject strengthens the learning f arts curricular Cmprehensiveness f the planning and implementatin team Degree t which the timeline allws fr reflectin, further investigatin and fine tuning between wrk sessins Clarity and feasibility f reflectin and student assessment plans Cst-effectiveness f the prpsed budget FUNDING RESTRICTIONS 6
The F-MAG - AE Grant Will Nt Fund: Hme schls Private, Parchial, r Charter Schls Stand-alne assembly prgrams, single perfrmances, r ne-time visits t cultural rganizatins Prjects that appear t replace the rle f certified art, music, dance r theater teachers Prjects that d nt fcus n arts educatin Extracurricular activities taking place utside regular schl hurs r in the summer (after-schl prgrams, summer camps, etc.) Prgrams where select students are taken ut f regular classes r are selfselected fr participatin Cllege curses, schlarships, cntests, r student perfrming grups New Yrk State agencies and departments (including SUNY schls) Public universities and clleges Out-f-cunty individual artists r rganizatins that d nt have an eligible fiscal spnsr r partner rganizatin Organizatins that have applied directly t NYSCA in the mst recent cycle Nn-incrprated chapters f rganizatins whse parent is incrprated utside f the Decentralizatin service area Start-up r seed funding fr the establishment f a new rganizatin General perating expenses Operating expenses f privately wned facilities (e.g. hmes and studis) Requests that are greater than an applicant rganizatin's prject expenses minus ttal prject incme Prjects that are recreatinal, therapeutic, r rehabilitative in nature Entertainment csts including receptins, fd, r fundraising events 7
Activities that are nt arts-related including ballns, clwns, magic-art At-risk/scial service prgrams Acquisitin f wrks f art Cntingency funds Permanent equipment Creatin f textbks r classrm material Capital imprvements Lbbying expenses Prgrams in which children are used as prfessinal artists (paid a fee) Regrants by applicants t fund ther activities Cash prizes, juried shws, fellwships, schlarships and ther awards t students Past sub-grantees that have failed t submit final reprts FISCAL SPONSORSHIP 8
What is a fiscal spnsr? A fiscal spnsr is a nn-prfit rganizatin that ffers their legal and tax-exempt status t unincrprated grups engaged in activities related t the rganizatin's missin. Hw des fiscal spnsrship relate t Saratga Arts Grants Prgram? T be eligible t apply t the F-MAG -AE grant prgram at Saratga Arts, an rganizatin must be incrprated as a New Yrk State nn-prfit with an address in Fultn r Mntgmery Cunty. Organizatins lcated in Fultn r Mntgmery Cunty that are nt incrprated as a NYS nn-prfit and are interested in applying t the F-MAG -AE Grant Prgram have the ptin f seeking fiscal spnsrship frm a designated NYS nn-prfit lcated within Fultn r Mntgmery Cunty. An individual artist wh wuld like t apply t the prgram must either live in Fultn r Mntgmery Cunty, r if they reside utside f Fultn r Mntgmery Cunty must btain fiscal spnsrship by an eligible nn-prfit in Saratga Cunty. What are the basic respnsibilities f being a fiscal spnsr? A fiscal spnsr must adhere t the nn-prfit eligibility requirements listed in the F-MAG -AE Grant Guidelines. The spnsring rganizatin must be incrprated as a New Yrk State nn-prfit with an address in Saratga Cunty. A fiscal spnsr applies t ne f Saratga Arts Grant Prgrams n behalf f an individual artist r unincrprated arts rganizatin r grup. A fiscal spnsr agrees t serve as a fiscal cnduit and accepts respnsibility fr fulfilling all grant requirements fr the grant-funded prject, which includes submitting a cmpleted and signed grant applicatin, and if funded, a signed cntract and prgram schedule frm Receive, recrd, and disburse the grant mney directly t the spnsred artist in a timely and fair manner Cmplete a final reprt (the final reprt includes financial dcumentatin f all expenses t the prject and is due within 30 days f the last cmpleted prject date). A cpy f a Fiscal Spnsr Mem f Understanding between the tw parties must be submitted with the applicatin, stating the willingness f the cnduit t fulfill bligatins and duties relating t serving as a fiscal and administrative agent fr a grant award. In additin the letter f agreement shuld specify the respnsibilities 9
and rles f each party. T view example letters please visit: http://tinyurl.cm/kky5h6r Refrain frm making and impsing artistic decisins n the prject. Artistic cntrl and prprietary rights shall remain exclusively with the spnsred arts rganizatin r artist. What are the basic respnsibilities fr the spnsred Artist/Nn- Incrprated Organizatin? Use all grant mney exclusively fr the cntracted prject. Cmplete prject activity as described in riginal grant applicatin. Submit t the spnsring rganizatin a detailed prject descriptin and fiscal reprt. Submit all required prject and expense infrmatin t the fiscal spnsr fr the cmpletin f the final reprt (this included all expense receipts assciated with the residency) Maintain accurate recrds f all prject-related expenses and submit cpies f expense receipts. Credit the spnsring rganizatin and Saratga Arts n all publicity, advertisements, and acknwledgments related t the prject in a frm agreed t by bth parties. Saratga Arts encurages spnsring rganizatins t check with their accuntant r financial persnnel regarding tax liabilities and IRS reprting relevant t spnsring prjects that may r may nt directly relate t the missin f their rganizatin, and if necessary, t establish internal cntrl plicies relating t fiscal spnsrship. Spnsring rganizatins are respnsible fr all IRS required reprting, including the creatin and distributin f 1099 and W9 frms where applicable. Please refer t: http://tinyurl.cm/7rmlsjz fr mre infrmatin n fiscal spnsrship. GRANTEE RESPONSIBILITIES 10
Grant recipients are bligated t d the fllwing: Sign and return a Cultural Services Agreement stating the terms f the funded prject Directly applying Individual Artists must submit a Frm W-9 t Saratga Arts Attend the Annual Grant Awards Ceremny t receive award Keep the Grants Administratr infrmed regarding prject prgress, any changes in the prject as prpsed in the riginal applicatin must be pre-apprved by the Grants Administratr r difficulties in fulfilling bligatins f the agreement must be reprted t the Grants Administratr immediately Make the public aware f yur prject, fllwing thrugh n the exact terms f yur apprved marketing strategy Credit Saratga Arts fr receipt f funds n all publicity and printed and e-media materials and websites assciated with the funded prject (specific credit language is available at www.saratga-arts.rg and in the Cultural Services Agreement Packet). Failure t d s will affect future funding eligibility! Submit a Prgram Schedule Frm. Once funded the Grants Administratr will prvide yu with a frm and due date Ensure the prject includes and accmmdates students with disabilities Submit a Final Reprt with required attachments (cpies f riginal receipts) within 30 days f cmpletin f the funded prject APPLICATION INSTRUCTIONS IF APPLICANT IS NON-PROFIT ORGANIZATION 11
NEW FOR 2015: All applicatins, budgets, and supprt materials will be submitted via email t Sharn Wait, Grants Administratr, at swait@saratga-arts.rg. I. Submit One Cpy f Original Applicatin F-MAG-AE Applicatin & Budget Frm: A cmpleted applicatin & budget frm must be typed and cmputer printed. N fax r email will be accepted. The applicatin must be signed by the artist r nn-prfit cultural rganizatin and partnering schl principal. The three-sheet Excel Budget Frm can be dwnladed frm http://www.saratgaarts.rg/grants/aie. F-MAG -AE will nt fully fund a prject s expenses. Bard f Directrs List: include ccupatin affiliatins, address and phne numbers. List f all Artistic & Administrative Persnnel: include all names and rganizatins invlved, prvide mailing addresses and phne numbers, and specify their rles in the prject (must include schl administratr cntact infrmatin). Resume/s fr all artist/s invlved in the prject II. Submit ne cpy f Organizatin Financial Statement Submit 1 cpy f the financial statement frm yur rganizatin s last cmpleted fiscal year. Use updated audited figures if available; ther acceptable dcuments include a recent accuntant-prepared statement r internal statement signed by bard treasurer. III. Submit ne cpy f Prf f Applicant Organizatin s Nn-Prfit Status In additin t the guidelines abve, applicants must meet certain eligibility requirements in rder t be cnsidered fr F-MAG-AE funds. The applicant must be designated as a New Yrk State nn-prfit. Fr nn-prfit rganizatins any ne f the dcuments belw may serve as prf f nnprfit status. Please nte that the address n the dcumentatin must be within the applicant s service area/cunty. Letter f Determinatin frm the IRS indicating tax exempt status Dcumentatin f charter by the New Yrk State Bard f Regents under sectin 216 f the New Yrk State Educatin Law Dcumentatin f incrpratin under Sectin 402 f the New Yrk State Nt-fr- Prfit Crpratin Law Current New Yrk State Bureau f Charities (Office f the Attrney General) filing 12
receipt IV. Submit One Cpy f Letter f Supprt Frm the Partnering Schl A written letter f supprt frm the schl partner(s) t the arts rganizatin r artist is required. The letter must utline the schls supprt f the prject (mnetarily and therwise). The principal shuld sign this letter f agreement and it shuld appear n schl(s) letterhead. V. Submit ne cpy f a Fiscal Spnsr Mem f Understanding (fr thse partnerships that invlve fiscal spnsrship nly) A written mem utlining the agreed upn services prvided by the fiscal spnsr t the spnsred rganizatin. T view example letters please visit: http://tinyurl.cm/kky5h6r. VI. Submit One Set f Artistic Supprt Materials Chse the medium apprpriate fr the prject and artistic discipline f the invlved artists. Submit the highest quality items and make sure they are relevant t the prpsed prject. All literary-based materials must be submitted electrnically as PDF files MAX ne set f five items fr each prject request, chsen frm the fllwing examples: CD f Digital Images Clr images r BW, maximum f 5 each labeled with Number, Title & Date f Wrk. Include a numbered Image List with Number, Title, Artist, Date f Wrk, Medium and Dimensins. Nte: 3-D artists may submit tw views f each piece fr a max. f 10 images. Literary Wrk Maximum 10 pages, typed, duble-spaced. Include a Title Page labeled with Artist Name, Title and Date f Wrk. Petry may be single-spaced, each pem n a separate page. Audi CD Maximum 10 minutes. Specify which tracks t be played. Label with Artist Name and Title. DVD Maximum 10 minutes. Label with Artist Name and Title. Websites Maximum 3 websites may be listed n a single piece f paper, each with a descriptin f what is displayed. Yutube Weblinks MAX 5 web links 13
Scanned News Articles MAX 5 articles Organizatinal Print Materials MAX 5 APPLICATION INSTRUCTIONS IF APPLICANT IS AN INDIVIDUAL ARTIST NEW FOR 2015: All applicatins, budgets, and supprt materials will be submitted via email t Sharn Wait, Grants Administratr, at 14
swait@saratga-arts.rg. I. Submit ne cpy f riginal applicatin F-MAG-AE Applicatin & Budget Frms: A cmpleted applicatin (including the budget frm) must be typed and cmputer printed. N fax r email will be accepted. Original applicatin must be signed by the artists r nn-prfit cultural rganizatin and partnering schl principal. The Excel Budget Frm can be dwnladed frm http://www.saratga-arts.rg/grants. F-MAG-AE will nt fully fund a prject s expenses. List f all Artistic & Administrative Persnnel: include all names f thse invlved, prvide mailing addresses and phne numbers, and specify their rles in the prject. (Must include schl administratr cntact infrmatin.) Resume fr all artists invlved in the prject II. Submit Prf f Residency (2 frms f prf, 1 cpy each) Acceptable frms f prf include: Drivers License Recent Phne r Utilities Bill Vter Registratin Card Cpy f 2013 Federal r NY State tax return (please black-ut figures) Cpy f dated Lease r Mrtgage III. Submit ne cpy f Letter f Supprt Frm the Partnering Schl A written letter f supprt frm the schl partner(s) t the individual artist is required. The letter must utline the schls supprt f the prject (mnetarily r therwise). The principal shuld sign this letter f agreement and it shuld appear n schl(s) letterhead. IV. Submit ne cpy f a Fiscal Spnsr Mem f Understanding (fr thse partnerships that invlve fiscal spnsrship nly) A written mem utlining the agreed upn services prvided by the fiscal spnsr t the spnsred artist. T view example letters please visit: http://tinyurl.cm/kky5h6r. V. Submit ne set f Artistic Supprt Materials Chse the medium apprpriate fr the prject and artistic discipline f the invlved artists. Submit the highest quality items and make sure they are relevant t the 15
prpsed prject. All literary-based materials must be submitted electrnically as PDF files MAX ne set f five items fr each prject request, chsen frm the fllwing examples: CD f Digital Images Clr images r BW, maximum f 5 each labeled with Number, Title & Date f Wrk. Include a numbered Image List with Number, Title, Artist, Date f Wrk, Medium and Dimensins. Nte: 3-D artists may submit tw views f each piece fr a max. f 10 images. Literary Wrk Maximum 10 pages, typed, duble-spaced. Include a Title Page labeled with Artist Name, Title and Date f Wrk. Petry may be single-spaced, each pem n a separate page. Audi CD Maximum 10 minutes. Specify which tracks t be played. Label with Artist Name and Title. DVD Maximum 10 minutes. Label with Artist Name and Title. Websites Maximum 3 websites may be listed n a single piece f paper, each with a descriptin f what is displayed. Yutube Weblinks MAX 5 web links Scanned News Articles MAX 5 articles Organizatinal Print Materials MAX 5 SUBMITTING APPLICATION Type yur applicatin and budget Gather all artistic supprt materials electrnically Submit applicatin, budget, and artistic supprt materials electrnically t Sharn Wait, 16
Grants Administratr, swait@saratga-arts.rg Incmplete applicatins nt accepted Keep a cpy f yur applicatin fr yur recrds Submit materials electrnically t: Sharn Wait, Grants Administratr swait@saratga-arts.rg 17