Grants Workshop and Indiana Arts Commission Town Hall, 3:00pm-5:00pm A RTS UNITED OF GREAT ER FORT WAYNE, I N C. Grant guidelines available for download at www.artsunited.org
Fort Wayne Town Hall Meeting Fun times for Fort Wayne in 2018 Indiana Arts Homecoming, Arts Campus, October 18 19, 2018 Governor s Arts Awards, Sweetwater Sound, October 19, 2018
Quality of Place for a Vibrant Indiana We know arts are a key ingredient to quality of place, but what does that mean? What does it look like? And, where from artist to advocate to arts administrator to overall organization do we start (or make the most impact?) We will explore arts expansive role in community development, its intersections with economic development, and its resonating effects for the state.
How you can get involved: Propose Session Content Propose Creative Content
Session Content: A great story about how arts and artists are creating vibrancy in community Inspiring ways the arts are intersecting with specific (e.g., aging, veteran, special need, minority) communities Cool new ways the arts are raising funds Creative Placemaking wins Innovative arts and community partnerships How the arts are tackling community challenges such as housing, the current addiction crisis, population migration and health care among others You can also pitch a session that doesn t have anything to do with the theme. Bring it! All ideas welcome.
Creative Content: Pop-Ups: interactive artist exhibits, installations, or creative interventions Performances: readings, music, dance, spoken word, theater, or other live performance Demos/Workshops: hands-on, participatory Tours: show off Fort Wayne s artist spaces, museums, neighborhoods, historic sites, etc.
Learn more about the Indiana Arts Homecoming: in.gov/arts/2996.htm How to Submit a Proposal for Session/Creative Content: Sign in to our online system at IN.gov/arts/apply Want to nominate someone? Submit a nomination on our Google Form tinyurl.com/iah2018nom
Award recipients are chosen for their contribution to the arts in Indiana. Attendees will include current and former honorees, Commissioners, government dignitaries, and civic leaders, art enthusiasts, etc. This awards ceremony will be taped for broadcast by WFWA Channel 39
The artist being commissioned to create the 2018 Governor s Arts Award is Tim Kennedy of Fishers. Samples of Tim s work are pictured above. More available online at timsturnery.com
We re looking for ensembles interested in being part of the reception immediately following the Governor s Arts Awards Ceremony. Ensemble Proposal Form: tinyurl.com/2018gaa
Have any questions? Contact Us Indiana Arts Homecoming (October 18 19, 2018) Miah Michaelsen, mmichaelsen@iac.in.gov, (317) 232-1286 Governor s Arts Awards (October 19, 2018) Rex Van Zant, rvanzant@iac.in.gov, (317) 232-1273
Agenda Introductions General Eligibility Grant Programs IAC Grant Guidelines IAC Arts Organization Support IAC Arts Project Support Arts United Grant Programs Amplify Art! NAII Grants Arts United Operating Support 12
About Arts United MISSION Arts United advances the creative sector by mobilizing resources to elevate our community s quality of life. VISION Northeast Indiana will claim its place as a national destination by driving forward its creative sector with a regionally collaborative, inclusive, and innovative spirit. 13
General Eligibility for IAC Grants These types of organizations may apply: Private, nonprofit, tax-exempt agencies with 501(c)(3) status from IRS Indiana Public Entity (part of a city, county, or state government) Organizations who are working with a fiscal sponsor with the above qualifications Incorporated in the State of Indiana at the time of application. No outstanding Final Grant Reports. DUNS number (applies to Indiana Arts Commission grants). If you do not have one, apply for a free DUNS number at www.dnb.com. 14
General Eligibility (IAC) (cont.) Adams Allen DeKalb Huntington LaGrange Miami Noble Steuben Wabash Wells Whitley 15
Indiana Arts Commission Regional Initiative Grants Re-granting program allows for local decision making for spending public arts dollars. Indiana Arts Commission is funded through public monies from the Indiana General Assembly, Indiana Arts Trust, and the National Endowment for the Arts. Funding allocated to Region 3 is based on our population. 16
FY19 Funding Principles (aligned with IAC strategic plan) At the heart of every IAC granting program are the principles of excellence, authenticity, fairness & equity, access, inclusion, and education. EXCELLENCE, because all should be able to have the highest possible artistic experience. AUTHENTICITY, because all artistic endeavors have value. FAIRNESS, EQUITY AND ACCESS, because all should have the opportunity to benefit. INCLUSION, because all should feel welcome. EDUCATION, because all should be changed through the experience. 17
FY19 Funding Priorities Elevating Community Engagement to encourage more dynamic, direct and beneficial work with citizens and communities. Community Engagement describes an active, two-way and long-term relationship between the applicant and the community. Applicants should demonstrate: Building relationships in the community through planning, participation, and evaluation Ensure fair access and inclusion to programs and services Acknowledge diversity in the community 18
Indiana Arts Commission Regional Initiative Grants Arts Operating Support (AOS) Level 3 (AOSIII) Multi-region organization grants are not managed by Arts United. Level 2 (AOSII) Level 1 (AOSI) Arts Project Support (APS) AOSIII AOSI AOSII APS 19
Indiana Arts Commission Arts Operating Support ELIGIBLE Arts stated as primary purpose, mission and focus Articles of Incorporation, Bylaws and IRS 990 Guidestar and Charity Navigator Website Year-round arts programming or service Educational component Budget AOSI: Budget of less than $249,000 AOSII: Budget of $250,000+ Three-year average of cash operating revenue Supported by your financial statements and budget INELIGIBLE Primary purpose is not arts-based Primary purpose is educational (schools, universities) Recipient of state operating support from the general assembly Primary purpose is to fundraise for an otherwise ineligible organization ( friends of groups, foundations) Recipient of another Indiana Arts Commission grant in the same fiscal year 20
Indiana Arts Commission Arts Operating Support Arts Operating Support Level II (AOSII) Timeline 2 year grant period: July 1, 2017 June 30, 2019 No application required in 2018 Notification: July 2017 Contract due: September 30, 2017 First grant payment (75%): October 2017 expected FY18 Final report due: July 12, 2018, 4:30pm Second grant payment (25%): October 2018 expected FY19 Final report due: July 12, 2019, 4:30pm 21
Indiana Arts Commission Arts Operating Support Arts Operating Support Level I (AOSI) Timeline 1 year grant period: July 1, 2018 June 30, 2019 Letter of Intent to apply: January 17, 2018, 4:30pm (only for new applicants) Eligibility Notifications sent to applicants by January 26, 2018 Application due: March 1, 2018, 4:30pm eastern time Grant Panel Review: Spring 2018 at ACPL Main Branch Award Notification: Early July 2018 First grant payment (75%): October 2018 (expected) Final report due: July 12, 2019, 4:30pm eastern time Second grant payment (25%): October 2019 (expected) 22
Indiana Arts Commission Arts Operating Support Grant panel criteria Community Engagement (25 points) Organizational Excellence (25 points) Arts Education (25 points) Artistic Quality (25 points) Panelist scoring guidelines for each major criteria Score of 1-10: severe deficiency in this area Score of 11-20: acceptable level of proficiency Score of 21-25: exceptional level of proficiency And the award goes to Applicants who score 75 or greater will be eligible for funding 23
Indiana Arts Commission Arts Operating Support Average Grant awards based on budget size AOSI Budget of less than $50,000: NA in FY18 Budget of $50,000 to $99,999: $5,834 in Region 3 in FY18 Budget of $100,000 to $174,999: $6,807 in Region 3 in FY18 Budget of $175,000 to $249,999: NA in FY18 24
Indiana Arts Commission Arts Operating Support The application Helpful hints and descriptions within the application Sections are aligned with panelist scoring criteria Quirky stuff Limited space for answers Community Engagement Projected audience directly engaged in in-person arts experiences versus engaged electronically Artistic documentation IGNORE THIS. It doesn t apply to Region 3. 25
Indiana Arts Commission Arts Operating Support The application There is an online system! An audited financial statement is no longer required. USE THE BUDGET NARRATIVE WISELY. Describe your budgeting process. Describe how your board reviews financial statements on an interim basis. Describe anomalies, deficits or surpluses from the prior year and how your organization is addressing them. If your budget doesn t mirror your narrative, explain why. 26
Indiana Arts Commission Arts Operating Support Grant panel Conflict-free panel of peers Open to the public Recorded 5-10 minutes discussing each application Scores and comments available to applicants 27
Indiana Arts Commission Arts Operating Support What panelists like to see Collaboration with other organizations Demonstrated use of strategic plan, evaluation plan and data to make organizational decisions Honesty and transparency, especially when applicant is facing change, transition, or challenges Evidence of growth and adaptation; applicant is not doing the same thing year after year Evidence of sustainability; applicant is established and enjoys strong community support Narrative, demographics and budget tell the same story 28
Indiana Arts Commission Arts Operating Support Final grant report IMPORTANT! Submitted through online grant system Reviewed by Arts United staff Data collected by IAC and reported to NEA Up to one week late: 15% deducted from total grant award Up to two weeks late: entire final grant payment rescinded After two weeks: full grant rescinded and grantee will be ineligible to receive funds for the next grant cycle 29
Indiana Arts Commission Arts Project Support ELIGIBLE REQUESTS Arts organizations with smaller budgets Non-arts organizations (organizations that do not have arts as their primary purpose of mission) Project-based support that allows your organization to offer arts programming to the community within the grant cycle One-time event or event series Exhibition Seminar, workshop or class series Artist residency Acceptable program expenses: salaries, administrative fees, training, space rental, equipment rental, promotional costs, supplies or other expenses needed to support the project. INELIGIBLE REQUESTS Applicant is already receiving another IAC grant Operating support Cash reserves or debt reduction Capital acquisition (painting, building, etc.) Consumable supplies and materials that are not related to the project Activities that are solely for the purpose of fundraising Cost of receptions, food or beverages Projects delivered outside of the state of Indiana Travel outside of the United States Events in private facilities Others as listed in Guidelines 30
Indiana Arts Commission Arts Project Support More project grant details Maximum grant request is $5,000 Most APS grant recipients received $5,000 in Region 3 in FY18 Request no more than 50% of allowable project expenses Match Requirement: 1:1 match Combination of cash and in-kind support. 50% of your match must be cash. 31
Indiana Arts Commission Arts Project Support APS grant timeline 1 year grant period: July 1, 2018 June 30, 2019 Application due: March 1, 2018, 4:30pm eastern time Grant Review Panel: Spring 2018 - ACPL Main Branch Award Notification: July 2018 First grant payment (75%): October 2018 expected FY18 Final Grant Report due: July 12, 2019, 4:30pm eastern time Second grant payment (25%): October 2019 expected 32
Indiana Arts Commission Arts Project Support APS panel criteria (NEW FY18) Community Engagement (40 points) Project Management (30 points) Artistic Quality (30 points) Applicants who score 75 or greater will be eligible for funding Competitive grant process. If there is not enough funding for all APS applicants who score 75 or more, funding will go to the top-scoring applicants. 33
Indiana Arts Commission Arts Project Support What panelists like to see for project support Collaboration with other organizations Work with qualified artists Clear understanding of the targeted audience and it s need for the project; demonstration that the project increases accessibility to the arts for the targeted audience Project fits with the organization s stated mission and purpose Demonstrated capacity to make project a success For repeated projects, evidence of participant feedback to spur innovation and adaptation; applicant is not doing the same old thing year after year Narrative, demographics and budget tell the same story 34
Indiana Arts Commission Arts Project Support The application Questions aligned with scoring criteria Quirky stuff Underserved are people who lack access to arts programs. You can explain how your population is underserved. Projected audience directly engaged in in-person arts experiences versus engaged electronically. Community Engagement In-kind should be listed on the budget as both income and expense. Artistic documentation IGNORE THIS. It doesn t apply to Region 3. 35
Indiana Arts Commission http://www.in.gov/arts/onlineapplications&reports.htm Application tips System utilizes auto save!! Google Chrome or Firefox Character limits on narrative questions. Brevity is appreciated, but be sure to completely answer the questions that are asked. Use short sentences and brief paragraphs. White space helps panelists focus on your message. Copying and pasting can cause some characters to transfer incorrectly. Start early. No extensions for computer issues, personal issues, etc. Email notifications are your receipt or proof that your application was properly submitted. 36
Indiana Arts Commission http://www.in.gov/arts/onlineapplications&reports.htm LOOK FOR REGION 3. Ignore other applications. FY2019 Regional Initiative Grant - REGION 3 - Arts Project Support (APS) FY2019 Regional Initiative Grant - REGION 3 - Arts Organization Support (AOS) 37
Proper Acknowledgement All grant recipients must provide proper acknowledgement of Arts United and the IAC. Logo on all published materials Download the IAC logo at http://www.in.gov/arts/2385.htm Download the Arts United logo at www.artsunited.org Written and/or spoken "This activity is made possible, in part, with support from Arts United, the Indiana Arts Commission, and the National Endowment for the Arts, a federal agency. 38
www.artsunited.org/amplify 39
Amplify Art! A crowdfunding platform designed to turn up the volume on art projects you want to see in Northeast Indiana. Here s how it works: Organizations and individuals submit ideas for arts-related projects in our region. Then a special Amplify Art! committee chooses which projects to feature on the website, and people like you have 30 days to amplify those ideas with funding gifts and social media awareness until the session ends. 40
Artlink Crosswalk Murals Embassy Theatre Summer Nights at the Embassy Cinema Center Road Tour Portable Screen Operation Science Theatre 41
Amplify Art! 5 Step Process 1. Organizations or individuals submit ideas for projects. Any organization or individual in Northeast Indiana can submit a project to be considered for Amplify Art! Priority will be given to projects that: o Amplify participation in local arts and culture. o Exemplify entrepreneurial, innovative or transformational spirit. o Involve organizations with established networks and social media followings. o Can be completed by individuals or organizations with a track record of success and accountability. 2. The Amplify Art! committee selects projects from the submissions and recommends them to the Arts United board for approval. 3. The campaign session begins when approved projects are posted on the Amplify Art! website. 4. During the 30-day session, Arts United leverages community connections to encourage to support from corporate and private donors. 5. After 30 days, the campaign session ends, and artists receive a check for the money they raised, as well as a list of donors for their records. 42
Amplify Art! Grant Support Selected projects receive $1,000 seed funding from Arts United $1 for $1 match from Three Rivers Federal Credit Union for all community dollars raised up to $1,500 Community support - 100% of all dollars raised go to the project plus a list of all donors and their contact information. Visibility and awareness for the project $1,000 seed funding $1,500 community support + $1,500 matching grant $4,000 raised 43
Amplify Art! Project Timeline Application due: March 1, 2018 Committee Review: March 2018 Board Review: Spring 2018 Applicants Notified: Spring 2018 Social Media Workshop: early April 2018 Fundraising Begins: May 1, 2018 Fundraising Ends: May 31, 2018 Totals are announced and checks are sent: June 2018 Fall Cycle Application due: August 1, 2018 Fundraising begins: October 1, 2018 Fundraising ends: October 31, 2018 44
Arts United Operating Support Grants Arts United Board of Directors Objectives 1. Ensure a fair and principled approach to allocating resources 2. Demonstrate responsible stewardship of the community s funds 3. Provide clarity and transparency to donors, grant recipients and the community at large 4. Align grant allocations with the goals of the Platform for Cultural Advancement 45
Grant Process Overview Determine Eligibility Application Grant Panel Process Formulaic Grant Awards Applicant must meet Criteria Alignment with Platform for Cultural Advancement Leadership, Governance and Administration Application Review Site Visit Panel Discussion Number of Eligible Applicants Funding Tier Based on Budget Size Panel Score Financial Sustainability Panel Score Financial Scorecard 46
Methodology: Eligibility Criteria BASIC 501 (c) 3 nonprofit Headquartered in Allen County In operation for at least 3 years MISSION AND PROGRAMMING Primary mission is arts and culture Majority of programming is locally-produced, locally focused Year-round programming (no events) Programs must be accessible to the public (no clubs, sororities, fraternities) 47
Methodology: Eligibility Criteria EVIDENCE OF COLLABORATION WITH ARTS UNITED AND OTHERS WITHIN THE UMBRELLA Participates in shared business services Visible presence on the Arts Campus Visible participation in the Regional Arts Council Participation in Taste of the Arts Collaboration with other arts organizations (avoids duplication/competition) STAFF At least one full-time paid staff member Chief executive is annually reviewed by the Board of Directors 48
Methodology: Eligibility Criteria GOVERNANCE Board is diverse and representative of the community Evidence of a board-driven and board-governed organization Bylaws require term limits Guided by an active strategic plan FINANCIAL STATEMENTS Annual operating expenses of $150,000 or more per year Board reviews interim financial statements Audited financial statements available for 3 years 49
DISCLAIMER!!! Scenarios are fictitious. They are presented for example only to illustrate how the grant process will work. These scenarios are not an accurate prediction of next year s grant awards. 50
Methodology: Funding Tiers Scenario presented for example only. Budget Size Funding Tier Organization A $4,000,000 Tier 1 $1,000,000 Organization B $3,000,000 Tier 1 $1,000,000 Organization C $1,000,000 Tier 1 $1,000,000 Organization D $900,000 Tier 2 $750,000 - $999,999 Organization E $850,000 Tier 2 $750,000 - $999,999 Organization F $800,000 Tier 2 $750,000 - $999,999 Organization G $700,000 Tier 3 $500,000 - $749,999 Organization H $600,000 Tier 3 $500,000 - $749,999 Organization I $500,000 Tier 3 $500,000 - $749,999 Organization J $400,000 Tier 4 $250,000 - $499,999 Organization K $300,000 Tier 4 $250,000 - $499,999 Organization L $300,000 Tier 4 $250,000 - $499,999 Organization M $200,000 Tier 5 $150,000 - $249,000 Organization N $150,000 Tier 5 $150,000 - $249,000 Organization O $150,000 Tier 5 $150,000 - $249,000 51
Methodology: Formulaic Grant Awards Scenario presented for example only. Budget Size Funding Tier % Payout Grant Award Organization A $4,000,000 Tier 1 $1,000,000 6.2% $62,000 Organization B $3,000,000 Tier 1 $1,000,000 6.2% $62,000 Organization C $1,000,000 Tier 1 $1,000,000 6.2% $62,000 Organization D $900,000 Tier 2 $750,000 6.2% $46,500 Organization E $850,000 Tier 2 $750,000 6.2% $46,500 Organization F $800,000 Tier 2 $750,000 6.2% $46,500 Organization G $700,000 Tier 3 $500,000 6.2% $31,000 Organization H $600,000 Tier 3 $500,000 6.2% $31,000 Organization I $500,000 Tier 3 $500,000 6.2% $31,000 Organization J $400,000 Tier 4 $250,000 6.2% $15,500 Organization K $300,000 Tier 4 $250,000 6.2% $15,500 Organization L $300,000 Tier 4 $250,000 6.2% $15,500 Organization M $200,000 Tier 5 $150,000 6.2% $9,300 Organization N $150,000 Tier 5 $150,000 6.2% $9,300 Organization O $150,000 Tier 5 $150,000 6.2% $9,300 TOTAL SCENARIO ONLY $492,900 52
Methodology: Performance Adjustments Scenario presented for example only. Funding Tier Financial Scorecard Allocations Committee Score Adjusted Funding Tier Adjusted Formulaic Grant Organization A Tier 1 $1,000,000 3.02 80 Organization B Tier 1 $1,000,000 3.70 95 Organization C Tier 1 $1,000,000 3.57 95 Organization D Tier 2 $750,000 2.88 84 Drop to Tier 3 $31,000 Organization E Tier 2 $750,000 3.57 87 Organization F Tier 2 $750,000 3.77 83 Organization G Tier 3 $500,000 3.75 94 Organization H Tier 3 $500,000 3.12 90 Organization I Tier 3 $500,000 3.50 93 Organization J Tier 4 $250,000 3.65 97 Organization K Tier 4 $250,000 3.73 76 Drop to Tier 5 $9,300 Organization L Tier 4 $250,000 3.38 94 Organization M Tier 5 $150,000 4.00 88 Organization N Tier 5 $150,000 3.20 86 Organization O Tier 5 $150,000 3.99 94 TOTAL Target: 3.00/5.00 Target: 80/100 SCENARIO ONLY 53
Evaluation: Financial Scorecard Arts United Financial Scorecard Intent & Overview 10/3/16 Category Measures Formula Variability Weighting 1 2 3 4 5 Ratings Poor Fair Stable/Good Very Good Excellent Strength Current ratio Cumulative surplus/deficit to expense ratio Current assets compared to current liabilities Unrestrictred net assets less net PP&E compared to unrestricted ops expenses excl depr Low 15% <125% 126-200% 201-500% 501-1000% >1000% Low 15% <(25)% 0-(25)% 1-25% 26-50% >50% Sufficiency Earned income ratio AU reliance ratio Earned revenue compared to total expenses Arts United funding (excl. merit) compared to total revenues Medium 15% <20% 20-29% 30-39% 40-50% >50% Low 10% >15% 11-15% 8-10% 6-7% <5% Total revenue vs. expense ratio Total revenues & support compared to total expenses Medium 5% <90% 90-99% 100-105% 106-115% >115% Sustainability Unrestricted ops revenue vs. expense ratio Unrestricted operations revenues & support compared to expenses excluding depreciation Medium 10% <90% 90-99% 100-105% 106-115% >115% Years of sustainability ratio Cash & investments compared to expenses excluding depreciation Low 10% <0.25 0.25-0.5 0.6-1.0 1.1-2.0 >2.0 Growth Earned revenue growth Current year earned revenue compared to prior year High 20% <(10)% (1)-(10)% 0-9% 10-15% >15% 100% 54
Evaluation: Grant Committee Criteria SCORING CRITERIA Possible Alignment with Platform for Cultural Advancement Leadership, Governance and Administration 50 Points Possible 25 Points Financial Sustainability Possible 25 Points Possible TOTAL SCORE 100 Points SCORING GUIDELINES 80-100 points: meets expectations 60-79 points: below expectations (drops a funding tier) <60 points: needs improvement (not eligible for a grant) 55
Managing Change Constant Communication Strategic Planning Interviews, Town Halls, Focus Groups -- 2015 Meetings with Funders August 2016 Presidents & Pros -- October 5, 2016 Grant Workshops October 7, 10, 11, 2016 Grant Guidelines January 2017 Applications April 2017 One-on-one meetings with each executive director in 2017 Allocations Committee Site Visits May 2017 Interim report letters October 21, 2017 True North Site Visits November 2017 Board of Directors vote on grant recommendation December 21, 2017 Board of Directors reviews grant recommendation January 18, 2018 Grant award letters February 1, 2018 True North Economic Value Added Study Meetings with Executive Directors and Board Members November 2017 Study to quantifying the full value of Arts United s support February 2018 Understand the aggregate economic impact of the arts February 2018 Presentation to Partners TBD 2018 Annual Fund Drive: Target your Gift Program Give Annual Fund Drive donors ability to target their gift 3 Options for Impact 1. Highest Need and Best Use 2. Provide Grant Funding for Arts & Culture Nonprofits and Programs 3. Support, Nurture and Grow the Arts through Advocacy and Collaboration 56
Transitional Issues: Unknowns 1. The amount available for operating allocations each year is increasingly uncertain. The Fund Drive is expected to be less stable due to changing donor preferences, the impact of the capital campaign, and Arts United s investment in other important services and activities. 2. As grant awards are normalized, the impact to each organization will vary. Each organization will be impacted differently. 3. The number of newly eligible organizations is uncertain. We anticipate 2-4 new applicants based on drafted eligibility criteria. 4. Major decreases in funding levels in one year could cause financial instability for some. Our goal is to minimize disruptively impact to long-standing, traditional partners by taking an 3-5 year incremental approach. 5. Arts United s December Fund Drive completion delays the funding announcement to January. Making grants available in January hits most organizations in the middle of their fiscal years and may impact cash flow. 57
Transitional Issues: Solutions 1. Transitional Period New methodology can be implemented in phases over a 3-5 year period. 2. Funding Guardrails Adjust formulaic grant awards during the transitional period to limit funding swings. The maximum percentage of a funding decrease/increase from one year to the next can be determined on an annual basis based on the amount available for funding and the number of eligible grant applicants. 3. Funding Caps and Tiers Largest grants are capped at a percentage of the total funding pool. The caps can be determined annually based on the amount available for funding and the number of eligible grant applicants. 4. Funding Floor Newly eligible organizations will enter at the lowest funding tier and work their way up to a full funding status over time. This minimizes disruption to other grant recipients. 5. Board Discretion The Board of Directors can make additional adjustments to any grant for any reason. 58