Arts and Cultural Funding Program

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Arts and Cultural Funding Program

• FY 2006-2007
• Application Workshop

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References

• Website
• www.sanantonio.gov/art
• Staff Contact
• Ernesto Rubio
• 207-6963 ernestor_at_sanantonio.gov

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Arts and Cultural Funding

• GOAL Further artistic excellence and foster
  increased, diverse participation and awareness of
  the role the arts play in San Antonio

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Agenda

• Highlight of Changes
• Eligibility
• Funding Restrictions
• Process
• Application Instruction

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Highlights of Changes

• Arts/cultural organization is now defined as an
  organization whose mission (as stated in
  non-profit article of incorporation) and actual
  operation are the creation, preservation and
  presentation of arts and/or cultural programming
  such as music, dance, drama, literature,
  painting, printmaking sculpture, folk arts,
  photography, film, crafts , and festivals.
• Amount requested and match requirements for
  General Operational Support applicants will be
  based on budget size.

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Highlights of Changes (cont.)

• For General Operational Support applicants the
  following applies
• Matching Funds
• Organizations with actual operating budgets
  City Non-City
• Over 2 million 13 (cash match only)
• 800,000 - 2 million 12 (up to 25 in-kind)
• 100,000 to 800,000 11 (up to 50 in-kind)
• 50,000 to 100,000 No Match
• In-kind is defined as products or goods and
  services that have and add value to the
  organizations programs. All in-kind
  contributions must be documented.
• Request limits are based on actual operating
  budget size
• Budget Size Requests may range up to
• Over 2 million 10 of operating budget
• 800,000 to 2 million 20 of operating
  budget
• 50,000 to 800,000 30 of operating budget

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Highlights of Changes (cont.)

• Stabilization Program becomes part of Arts
  Funding Program/process. Responds to the CAB and
  community request to provide a mechanism to
  address specific and special needs outside the
  General Operational Program. Requests for funds
  are included in the Organizational History
  portion of application attachments.
• Agencies will make presentations to Review
  Committee after discussion and before scoring
• CAB members will be present during Review
  Committee meetings to observe proceedings, agency
  presentations, and scoring.

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Highlights of Changes (cont.)

• Included Equity of services in decision making.
  Equity of services is consideration to special
  populations and equitable distribution of
  disciplines and the development, sustainability
  and growth of San Antonios arts and cultural
  organizations that are deeply rooted in the
  community and that are able to express the
  experiences of culturally specific communities.
• Applicant can save in progress applications
  until ready for submittal.

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General Eligibility Requirements

• Board of directors that meet regularly.
• Primary base of business operations is San
  Antonio.
• Programs public and accessible for the disabled.
• Be able to meet match requirements.
• Requests cannot be less than 5,000.

10
General Operational Support

• General Operational Support applicants must be an
  arts and/or cultural organization.
• General Operational Support applicants must have
  a 501c3 status and been in operation for a
  minimum of three years.
• General Operational Support must have an
  operating budget over 50,000 with a salaried
  full or part-time manager who is responsible for
  the business management of the organization.
• General Operational Support must request within
  ratios.
• General Operational Support must submit an
  Audited Financial Statement from the last
  completed fiscal year or a reviewed Financial
  Statement by a CPA.

11
Project Support

• A project is defined as an activity whose
  objective is the creation, preservation, and
  presentation of an arts and cultural activity
• Non-arts agencies are eligible only if request
  supports an arts/cultural activity
• Project support is considered on an annual basis
• Applicants must have been in existence for one
  year and applied for 501c3 and applied to IRS
• Applicants that do not meet eligibility must be
  sponsored by an eligible agency
• Match must be 11, with at least 50 of match
  in cash

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Sponsorships

• The sponsor organization is the official
  applicant and is responsible for compliance with
  all application and reporting requirements and
  financial commitments of the funded applicants.
• The applicant and the sponsoring organization
  must execute a written agreement. The agreement
  should clearly identify the responsibilities of
  each party and must include the acknowledgement
  of assurances the required of the application.
• The applicant must submit as much support
  materials that relates to its operation
  financial statements, board list, etc.

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Funding Restrictions

• Accredited teaching institutions.
• Agencies which directly support City Departments.
• Deficiencies, fines, litigation costs.
• Re-granting programs.
• Programs not accessible to the disabled.
• Activities planned primarily for fundraising.
• Projects, productions, workshops and/or programs
  that include obscene material as defined in
  Section 43.21, Penal Code of Texas.

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Funding Restrictions (cont.)

• Projects that support a religion.
• Programs not open to public.
• Capital improvements, renovations, etc.
• Social functions, parties, receptions.
• Programs essentially recreational,
  rehabilitative, or therapeutic.
• Programs that do not impact the citizens of San
  Antonio.
• Other restrictions noted in City contract.

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Process

• Review Committee and staff will review
  applications utilizing the review criteria and
  arrive at scores and comments for each
  application.
• Review Committee
• Artistic Merit (40)
• Community Involvement, Outreach and Diversity
  (25)
• Staff Review Committee
• Financial Position and Administrative Ability
  (20)
• Marketing and Promotion (15)
• Every funding cycle Staff and the CAB will
  determine the minimum score for funding
  consideration
• Staff develops funding recommendations

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Process (cont.)

• Agencies may opt to present to the CAB to clarify
  misinformation about their application
• The CAB makes final funding recommendations based
  on and considering the following
• Appeals considerations (considered in writing
  only)
• Committee Results
• Staff recommendations
• Equity of Services

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Artistic and Cultural Merit

• High artistic and cultural quality of programs
• Responsiveness to current and future arts and
  cultural needs
• Vision and leadership of artistic staff
• Creative programming and artist selection
• Program support of artistic and cultural mission

18
Community Involvement, Outreach and Diversity

• Effectiveness of Community Involvement
• Collaborative programs with other arts and
  cultural groups to reach new and special
  audiences
• Effectiveness and accessibility of program
  choices made to reach out or target culturally
  specific communities
• Effectiveness in developing the culturally
  specific audiences of San Antonio
• Efforts to recruit board, staff, artists and
  volunteers who represent the cultural diversity
  of San Antonio

19
Financial Position and Adm. Ability

• Accurate budget
• History of planned growth, stability, and vision
• Evidence of effectiveness and efficiency in the
  organizations operation and delivery of services
• Board governance structure, responsibilities and
  involvement
• A diverse base of financial support through
  earned income, private funding and government
  sources
• Formal plan or strategy to deal with existing or
  anticipated fiscal challenges
• Evidence of City contract compliance

20
Marketing and Promotion

• Effectiveness of marketing efforts
• Evidence of a marketing and promotion plan
• Effective, measurable promotion
• Contributing or fostering of cultural tourism
• Evidence of nurturing the arts and cultural
  traditions of San Antonio.

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Appeals Process

• Applicants can submit written appeals on a
  funding decision if the following applies
• 1.The Office of Cultural Affairs (OCA) failed to
  follow published application and review
  procedures.
• 2.Undue influence was placed on the Review
  Committee or Cultural Arts Board by a member(s)
  with an undisclosed conflict of interest.
• 3.The Review Committees or Boards decision was
  based on insufficient information through no
  fault of the applicant.
• 4.The Review Committees or Boards decision was
  based on information not related to the proposed
  outcome of the application.

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General Application Instructions

• Use word documents and excel to develop
  application then enter into electronic
  application
• Contact person must be knowledgeable of
  application content.
• Reference review criteria in application
• If you need to expand on application information,
  include additional narrative as part of
  attachments
• Anticipated Performance Measures has two parts

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Application Instructions (cont.)

• Program description and budget must interrelate.
• Ensure that the match requirement is met.
• The Stabilization Program will utilize the
  information in Organizational History as your
  application for additional support.
• Call OCA staff for clarification and review of
  draft application.
• Submit the application before the deadline.
• Electronic deadline is May 19, 2006, 430 pm.

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Electronic Application Deadline May 19, 2006

• Application Information
• Organizational Information
• Program Description (600 words)
• Program Implementation (400 words)
• Evaluation (400 words)
• Budget Anticipated Expenses
• Budget Anticipated Revenues
• Confirm Application

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Application AttachmentsDeadline May 31, 2006

• Application Checklist
• Assurance Statement
• IRS Letter of Designation
• Certificate of Incorporation, State of Texas
• Anticipated Performance Measures
• Diversity Activity Form
• Board Member list
• Support Materials
• Financial Information

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QUESTIONS?